Administrative Assistant


Administrative Assistant


Required Qualifications: (as evidenced by an attached resume)
High school diploma or equivalent. Four (4) years administrative office experience. Proficiency in the use of diverse electronic systems and Microsoft Office.

Preferred Qualifications:
Experience with database systems such as Qualtrics, and research electronic systems such as myResearch. Experience with on-line training systems such as the Collaborative Institutional Training Initiative (CITI). Experience with gathering information for reports and producing information in a PowerPoint format.

Brief Description:
The Administrative Assistant provides general support to the Office of Research Compliance. They perform and manage all administrative functions required by the Office of Research Compliance. Functions include scheduling required meetings for compliance committees, maintaining inventory for office supplies, scheduling equipment maintenance and contract management of equipment, assisting with staff conference and travel registration, webpage content management, and research training oversight for the campus. The successful incumbent will have excellent organizational/analytical and strong verbal/written communication skills.


Office Administration

● Provide administrative support to the Asst. Vice President Research Compliance

● Answer main reception phone, screening and directing incoming calls appropriately, retrieves and responds to voicemail and email messages, and triages messages for other members of the ORC staff

● Create and maintain office procedures

● Receive and date stamp all mail/deliveries/office supplies/certified mail, etc.

● Send outgoing mail via regular or special commercial service, Fedex, UPS, USPS

● Inventory, order and distribute office supplies for staff

● Monitor office machinery, checks and refills copier and calls for service repairs, etc.

● Coordinate and maintain all ORC calendars, send zoom invitations (including reservations for the office area conference room for OVPR)

● Prepare and coordinate catering, reimbursement, service contracts and maintains Assist staff with registration and travel arrangements for conferences, includingAssist with Extra Service Payment Vouchers for payment of committee chairs

● Attend training sessions for implementation of new procurement and human resources systems

Human Subject Training - CITI (web-based courses in Human Research Protections (either biomedical or social behavioral)

● Answer and respond to all human subject, conflict of interest, study coordinator, and Good Clinical Practice training inquiries

● Train and assist researchers with navigation of the CITI training requirements

● Assist with linking CITI training database with myResearch IRB

● Distribute completion reports for CITI (NIH, etc.)

● Verifies training as requested by ORC staff prior to study approval

● Prepare reports for audits regarding CITI training

● Maintain lecture and training spreadsheet


● Answer inquiries about myResearch IRB

● Assist new users with registration

● Instruct individuals regarding myResearch submission processes

● Review myResearch and responds to the following:

○ Status requests of the application

○ Verify training when adding documentation to myResearch for additional personnel

○ Maintain Chair and Dean signatory spreadsheet

ORC Committees

● Maintain and track changes to committee rosters

● Maintain and ensure website reflects current membership, meeting dates, and deadlines

● Coordinate attendance for ORC meetings (emails, calls).

● Prepare ORC for meetings, entering information into calendar and adding the zoom link

● Prepare training materials for new committee members

Other Duties or Projects as Assigned

Special Notes:
The Research Foundation of SUNY is a private educational corporation. Employment is subject to the Research Foundation policies and procedures, sponsor guidelines and the availability of funding. FLSA Exempt position, not eligible for the overtime provisions of the FLSA. Minimum salary threshold must be met to maintain FLSA exemption.

Due to U.S. Export Control laws and regulations, the candidate hired will need to be a U.S. citizen, lawful permanent resident, or other "protected individual" (as defined by 8 U.S.C. Sec. 1324b(a)(3).

This position may be eligible for alternative workplace arrangements/telework (remote or virtual) or hybrid.

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 or visit OEA.

In accordance with the Title II Crime Awareness and Security Act a copy of our crime statistics can be viewed here.

Visit our WHY WORK HERE page to learn about the total rewards we offer.

SUNY Research Foundation: A Great Place to Work.

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.

Salary: $50,000 - $60,000

To apply, visit

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Contact Information

Stony Brook University
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Last Name
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Background Information

High School
Years of Experience
  • College/University
  • Administrator or Administrative
Work Authorization
Security Clearance

Target Job Information

Job Type