Assistant to the Head of School and Academic Dean

The Stony Brook School Published: July 24, 2018
Job Type


The Assistant to the Head of School and Academic Dean reports directly to the Head of School and Academic Dean, providing support in a professional and confidential manner.  The general responsibility of the position is to help the Head of School and Academic Dean achieve excellence in planning, implementation, and communication. Because this job entails the handling of confidential student and faculty records, the Assistant to the Academic Dean must demonstrate discernment, discretion, and a high degree of professional integrity. Excellent verbal and written communication skills are also necessary, as the Assistant will handle many important communications with our constituents. This is a full-time, 12-month, benefits-eligible position to begin in July 2018.


Education Level: Bachelor’s Degree minimum

Experience Required: 2-4 years performing duties and responsibilities associated with the position


Skills required:

  • Proficiency with Mac and Apple software
  • Proficiency with Microsoft Office suite and Google Drive
  • Proficiency with Database Management programs such as Blackbaud
  • Good judgment and initiative working under pressure
  • Strong written and verbal communication and research skills
  • Detail-oriented, with strong time management, organizational, and problem-solving skills
  • Strong interpersonal skills, overall positive demeanor, and a sense of humor
  • Ability to be flexible, patient, and productive in a busy school environment
  • Genuine enjoyment interacting with children and adults alike

Daily Tasks

  • Manage appointments, filter email, and handle phone calls for the Head of School and Academic Dean
  • Manage mail and distribution of items and information to faculty and students
  • Lock and secure classrooms at the end of each day
  • Maintain a welcoming and tidy environment for all SBS community members and guests and support an atmosphere of trust and openness.
  • Interactions with all faculty, staff, and parents/guardians, in person, on the phone, and through electronic communication should be professional and enhance respect for The Stony Brook School, the Academic Office, faculty members, students, the Head of School and the Academic Dean

Other Tasks

  • Maintain all Master Calendars on the Portal
  • Handle purchase orders, track orders, and billing through the Business Office
  • Draft communications, meeting agendas, and reports and keep minutes at meetings
  • Assist with budget management and purchases
  • Assist the Academic Dean with research for communications and publications
  • Assist with academic advising and course registration
  • Submit classroom work orders and manage classroom keys
  • Support Academic Dean with logistics planning for special events (i.e. conferences, guest lectures, awards ceremonies, Philosophy Conference, Stony Brook Invitational Ethics Bowl)
  • Assist with recruitment and hiring process for new faculty
  • Enter special schedules, course information and schedule changes into the portal
  • Manage mini course, field trip, and travel course logistics, and payroll for mini course teachers
  • Manage all textbook related issues
  • Handle travel logistics for the Head of School, Academic Dean, visiting guests, candidates, speakers, and traveling faculty and submit travel expense reports
  • Assist the Academic Dean with logistics for school trips
  • Update and maintain current and former faculty confidential files in Academic Office
  • Track AP Course Audits, approvals, timelines, and syllabi
  • Pursue and manage grants
  • Coordinate and purchase books for Class Night book awards
  • Other needs as determined by the Head of School or Academic Dean