Senate Secretary Jobs (NOW HIRING)

Required Qualifications (as evidenced by an attached resume):
Bachelor's degree (foreign equivalent or higher). Three (3) years of full-time directly related administrative or office experience. Budget management experience. Experience working with Microsoft Office and/or Google applications. Experience with CMS content management system and/or website management. Event planning or event coordination experience.
Preferred Qualifications:
Master's degree (foreign equivalent or higher). Additional years (4 ) of full-time directly related administrative or office experience. Experience managing complex information/document workflows (i.e. managing review/distribution of agendas/minutes, collection/summary/archiving of documents). Experience working in an academic and/or non-profit setting. Experience with financial tracking, invoice processing, or expense management systems.
Brief Description of Duties:
The Business Coordinator serves as the operational and administrative lead to the Stony Brook University Senate and oversees high-level administrative, governance, and office functions that support shared governance across the University. The University Senate serves as a central forum for faculty and professional staff participation in institutional decision-making, shaping academic policy and governance that support the University's mission and strategic priorities. Reporting directly to the University Senate President, this position partners strategically with the Senate Secretary/Treasurer, Executive Committee, Standing Committee Chairs, and elected Senators to ensure the effective execution and alignment of Senate operations and initiatives. Provides administrative support to shared governance groups, as needed. As Senate leadership changes on a regular cycle, the Business Administrator serves as a steward of institutional knowledge and governance processes, ensuring continuity of processes, policies, and governance practices across transitions.
The successful candidate will be a proactive, detail-oriented professional who thrives in a collaborative, fast-paced environment and consistently exercises sound judgment and discretion. This position requires the ability to independently lead and manage executive operations, assess priorities, coordinate complex schedules and meetings, and act with delegated authority on behalf of Senate leadership when appropriate. Must be highly organized, adaptable, and comfortable prioritizing and directing multiple concurrent initiatives while maintaining accuracy and professionalism with minimal supervision.
Responsibilities include oversight and administration of fiscal administration, such as tracking and managing an annual budget, processing expenses, and ensuring accurate financial recordkeeping. The role involves frequent interaction with individuals at all levels of the University and requires demonstrated discretion in handling sensitive and confidential information. Occasional evening and weekend work may be required to support critical Senate and shared governance events. Excellent interpersonal and communication skills, close attention to detail, and a strong commitment to teamwork are essential for success in this position.

• Support and Project Management
  • Serve as the primary operational coordinator and advisor to the Senate President on all matters relating to the Senate, which may include:
  • Support the planning, coordination, and execution of shared governance initiatives, meetings, and events, including on- and off-campus engagements and interactions with internal and external stakeholders, including those with the University President, Provost, and the Executive Vice President of Stony Brook Medicine.
  • Coordinate logistics for events hosted by or attended by the University Senate and shared governance groups, including RSVP management, guest lists, catering, materials preparation, and liaison with University units and external partners.
  • Assist with University Senate meetings and other high-level shared governance or executive meetings.
  • Conduct background research and assemble briefing materials to support executive meetings and decision-making.
  • Prepare, manage, and maintain official governance records and documentation, including agendas, minutes, attendance, rosters, and reports, ensuring accuracy, accessibility, and compliance with governance and accreditation standards.
  • Coordinate and monitor the progress of governance-related initiatives and projects, working collaboratively across administration, Senate leadership, and committees to ensure continuity, follow-through, and transparency.(i.e. Resolutions, guidelines or policy proposals, or MOUs.)
  • Attend all University Senate and University Senate Executive Committee meetings, and, as necessary, Standing Committee, and other shared governance group meetings. Serve as a continuity resource and representative for Senate processes and contributing context in the absence of Senate leadership when appropriate.
  • Manage travel arrangements, accommodations, and expense documentation for the University Senate and shared governance visitors.
  • Manage and track official University Senate and shared governance correspondence, including letters, official signatures, invitations, and special communications.
  • Monitor and manage shared inboxes as delegated, triaging correspondence, identifying time-sensitive and confidential matters, and determining appropriate responses or escalation in accordance with shared governance priorities.
  • Provide administrative support to University Senate Standing Committee Chairs and shared governance group leadership, as needed. This could be with calendar management, space booking, meeting minutes, special projects, etc.
• Office Management
  • Serve as the first point of contact for visitors to the University Senate Office, representing the Office with professionalism and discretion.
  • Oversee the day-to-day functioning of the University Senate Office Suite, ensuring readiness of the reception area, conference room, shared office space, and room access.
  • Manage office inventory, supplies, equipment, access control, and service requests to support uninterrupted shared governance operations.
  • Coordinate reservations and logistics for meetings hosted in the University Senate Suite, including room setup, and technical arrangements.
  • Process and triage incoming mail and deliveries, identifying items requiring executive attention and determining appropriate handling.
  • Develop, implement, and maintain document workflows and filing systems, supporting effective distribution, retention, and archival of governance records. Oversee and manage record retention and archiving processes.
  • Supervise and coordinate work study student office assistants. Effort includes creating/posting work assignments, interviewing/hiring students, establishing work schedules, and assigning work assignments.
• Communications, Elections, and Digital Engagement
  • Oversee and manage digital presence and communications strategies for the University Senate and shared governance groups in coordination with governance group Presidents, Secretaries, or their designees.
  • Manage and coordinate all administrative aspects of campus shared governance elections in consultation with shared governance groups according to their governing documents, including but not limited to: preparing solicitations for nominations, reviewing constituency and position eligibility, tracking term dates and term limits, preparing nomination ballots, and confirming acceptance following elections.
  • Develop, implement, and maintain election processes, documentation, and reporting systems, advising leadership on procedural improvements and governance standards.
  • Prepare and distribute broad-based messages and reports to the University Senate, Standing Committees, the University community, and other targeted communications on events senate activities. Manage shared governance body and committee meeting calendars.
  • Maintain membership rosters, email distribution lists, and meeting calendars for shared governance groups.
• Procurement and Budgeting
  • Ensure departmental compliance with university fiscal policies and procedures. Work with the Senate President and Secretary/Treasurer to develop operating and strategic budget plans and requests. Manage all departmental accounts.
  • Partner with Senate leadership to develop and manage the annual operating budget, providing tracking, analysis, and recommendations as needed.
  • Oversee office annual budget and compliance with University fiscal policies and procedures. Ensure that the deadlines and departmental goals are met.
  • Prepare and process procurement requisitions for contracts, supplies, and services, with approval from the Senate President.
  • Track and process invoices and expense reports in compliance with University financial policies.
  • Use campus reporting systems to monitor, track, and reconcile monthly account activity. Work with Procurement to resolve and/or correct vendor discrepancies.
  • Hold procurement card and work closely with division financial coordinator.
  • Provide monthly reports to the Executive Committee.
• Other duties or projects as assigned as appropriate to rank and departmental mission.

Special Notes:
This is a full-time appointment. FLSA Non Exempt position, eligible for the overtime provisions of the FLSA.
In addition to the employee's base salary, this position is eligible for $4,000 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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