Senior Staff Assistant - Registrar Office

Required Qualifications (as evidenced by an attached resume):

Bachelor's degree (foreign equivalent or higher). Three [3] years of related full-time administrative experience (Graduate student work experience may be considered). Experience in Microsoft Office Suite and/or Google Workspace.

Preferred Qualifications:

Experience working in a student services department in Higher Education such as, Registrar's Office, Admissions Academic Advising, Enrollment Services, etc. (Graduate student work experience may be considered). Technical experience with student information systems such as PeopleSoft, Banner, etc. Office management experience. Experience managing budgets. Experiencing working with human resources matters.

Brief Description of Duties:

Assist and support the University Registrar and the office by overseeing, supporting, and addressing various office functions and responsibilities. The position will provide administrative support to the office by resolving day-to-day operational problems. Coordinate information from various areas within the office and provide administrative support and back-up to these areas during peak periods.

Duties:

• Ordering and managing office supplies. Prepare purchase requisitions, work orders, monitor the status of purchase orders, resolve problems, maintain accurate records.

• Work with Registrar and leadership team with various procurement transactions, including obtaining quotes, entering requisitions into the campus procurement system, invoicing and approval of payments.

• Develop, maintain, and update office procedure manuals.

• Liaison to East Campus and West Campus offices to maintain up to date information and share with office staff.

• Update general office documents (signs, contact lists, documentation, office manuals)

• Oversee budget preparation, analyze financial data, and integrate budget information from diverse sources into the overall funding strategy for the department.

• Assist in the development of the fiscal year budget and generate financial reports.

• Reconcile three state and IFR accounts including expenses, revenue and budget allocations. This includes researching discrepancies and investigating transactions from other units on campus.

• Enter online requisitions for new and current staff using TMS (Taleo Management System), assist in hiring student workers, train student workers on office procedures, and manage student workers (time sheets, schedule shifts.).

• Prepare and process HR paperwork, including Position Compensation Requests, temporary increases, PeopleSoft change forms, reappointments, leaves, etc.

• Provide leadership and supervision to staff in support of operations within the office, including the creation and maintenance of the weekly phone/counter schedules.

• All staff will function as generalists in all areas of registrar daily business. This includes but is not limited to: records/registration processes and deadlines, make referrals as appropriate, enrollment, attendance at orientations, course scheduling, records, graduation and transcript production. This will require understanding of the Registrar's Office, Advising, Financial Aid, Bursar and Student Accounts business policies, as well as University Policies and Procedures.

• Staff will provide support to the Customer Service area of the Registrar's Office, such as providing service at the Registrar Service Counter, answering phones in the phone queue during scheduled shifts and peak periods, transmitting and receiving email.

• Assist with travel arrangements as needed.

• Maintain office equipment - ensure proper daily functioning, resolve routine problems, handle calls for service/ maintenance, manage service contracts.

• Other duties or projects as assigned as appropriate to rank and departmental mission.

Special Notes:

This is a full-time appointment. FLSA Exempt position, not eligible for the overtime provisions of the FLSA. Minimum salary threshold must be met to maintain FLSA exemption.

In addition to the employee's base salary, this position is eligible for $3,087 UUP annual location pay, paid biweekly.

For this position, we are unable to sponsor candidates for work visas.

Resume/CV and cover letter should be included with the online application.

Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning, and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.

If you need a disability-related accommodation, please call the university Office of Equity and Access (OEA) at (631) 632-6280 or visit OEA.

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The starting salary range (or hiring range) to be offered for this position is noted below, it represents SBU's good faith and reasonable estimate of the range of possible compensation at the time of posting.

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