Secretary 2 (1 F/T day position)
Stony Brook University Hospital - New York, NY

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Descriptive Title: Secretary 2 (1 F/T day position) REF#: UH-S-1010-13-I

Budget Title: same as above State Professional Position

Department: Advancement State Line#: 17483

Grade: SG15 Campus: Stony Brook University Hospital

Salary:
Required Qualifications: Must have taken and passed the required Civil Service Test. The Secretary 2 will provide general secretarial, clerical and administrative support.

Preferred Qualifications: Experience in a university academic culture and handling fund-raising initiatives. Experience working with VIP's, volunteers, and donors. Experience organizing major events and a procurement system.

Brief Description of Duties: The Secretary 2 will provide general secretarial, clerical and administrative support for a variety of tasks and services which enable the Director of Advancement Events (or designee) and staff to accomplish all aspects of major events planning related to Stony Brook University fund-raising and donor cultivation events.The incumbent will be required to travel to sites and coordinate and arrange meetings and venues for off-site University events.

The incumbent will design office filing systems; implement policies and procedures; maintain efficient work flow; resolve day-to-day operational problems. Coordinate administrative activities; respond to phone calls, sort mail, organize, expedite and follow up on projects; and coordinate information flow by acting as liaison working with key management and staff of other University units, such as Communications Department, Alumni Affairs, and Athletics.

Essential Duties are:
Schedule appointment for Director (or designee) maintaining appointment calendar. Coordinate and arrange meetings to include reserving conference rooms and coordinating background materials when appropriate. Provide telephone coverage, responding to questions from the public and University staff when appropriate and take accurate messages. Review, sort and distribute mail to staff, where appropriate provide action or response; research background information; transmit instructions to staff and follow-up. Type and prepare various forms of correspondence using the appropriate software.

Assist with the coordination of Advancement special events. Assist in the research, site visits, and securing of event venues. Contract with vendors and promoters, secure locations, process food and alcohol permits, process name badges and seating place cards, process raffle/action donations, ship event materials, assist with event set-up and breakdown. Prepare post-event statistical report.

Assist in the management of event expenses. Process vendor invoices and purchase orders. Process transmittals for ticket/table purchases, donations, and revenue. Monitor gift/fee splits to ensure accuracy for donor. Process credit card payments. Reconcile SBF account journals on a monthly basis.

Assist in preparing and coordinating large event mailings. Organize, expedite and follow up on projects as assigned. Supervise volunteer staff in various projects as needed.

Set up and maintain organized systems of filing for the department's paper and electronic correspondence. Record event responses by monitoring telephone and e-mail. Use the Raiser's Edge Event Module in order to track event income and expenses, registrations, and seating arrangements.

Attend meetings and takes minutes as necessary. The Secretary 2 will provide general secretarial, clerical and administrative support for a variety of tasks and services which enable the Director of Advancement Events (or designee) and staff to accomplish all aspects of major events planning related to Stony Brook University fund-raising and donor cultivation events.The incumbent will be required to travel to sites and coordinate and arrange meetings and venues for off-site University events. The incumbent will design office filing systems; implement policies and procedures; maintain efficient work flow; resolve day-to-day operational problems. Coordinate administrative activities; respond to phone calls, sort mail, organize, expedite and follow up on projects; and coordinate information flow by acting as liaison working with key management and staff of other University units, such as Communications Department, Alumni Affairs, and Athletics.

Special Notes: 1 Full-time day position - 8:30 am - 5:00 pm - Monday through Friday.

The selected candidate must successfully clear a background investigation.

Stony Brook University - 20 months ago - save job - block
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