Administrative Manager

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 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). 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.

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, and outside, the office and provide administrative support and back-up as needed during peak periods. This role requires a proactive and organized individual capable of multitasking in a fast-paced environment. The Administrative Manager will play a key role in ensuring the smooth operation of the Registrar's Office and supporting institutional objectives. This role requires a proactive and organized individual capable of multitasking in a fast-paced environment. The Administrative Manager will play a key role in ensuring the smooth operation of the Registrar's Office and supporting institutional objectives.

Duties:

Office Administration & Procurement:

• Manage office supplies, including ordering, inventory tracking, and vendor coordination.
• Prepare and process purchase requisitions, work orders, and monitor procurement status.
• Assist with financial transactions such as obtaining quotes, processing invoices, and approving payments.
• Reconcile multiple accounts, track expenses, revenue, and budget allocations.

Policy & Documentation Management:

• Develop, update, and maintain office procedure manuals and documentation.
• Serve as a liaison between East and West Campus offices to ensure accurate and current information sharing.
• Maintain office documents, including signs, contact lists, manuals, and internal guidelines.

Student Staffing Support:

• Assist in recruiting, training, and scheduling student workers.
• Manage timesheets and oversee student worker schedules.

Operational Leadership & Customer Service:

• Supervise office staff, oversee scheduling, and ensure effective service delivery.
• Ensure team members function as generalists in registrar-related operations, including, but not limited to records, enrollment, course scheduling, graduation, and transcript processing.
• Provide frontline customer service, including phone and in-person assistance, responding to inquiries, and supporting peak-period demands.

Travel & Equipment Management:

• Assist with arranging staff travel as needed.
• Oversee office equipment maintenance, troubleshoot issues, and manage service contracts.

Other duties or special projects as assigned, aligning with department goals and objectives.

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 $3,400 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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