Location: Stony Brook,NY, USA
Required Qualifications (as evidenced by an attached resume):
Bachelor's Degree (foreign equivalent or higher) from a college or university program accredited by an agency recognized by the Council for Higher Education Accreditation (CHEA) and three (3) years of full-time administrative experience. In lieu of a Bachelor's Degree, an Associate's Degree (foreign equivalent or higher) from a college or university program accredited by an agency recognized by the Council for Higher Education Accreditation (CHEA) and five (5) years of full-time administrative experience may be considered. Proficiency with Microsoft Office Suite (Excel, Word, etc.).
Preferred Qualifications:
Experience working in a university setting with students. Event planning/coordination experience. Experience reconciling budgets and expenditures. HR experience. Experience in or knowledge of SLATE software program.
Brief Description of Duties:
The incumbent will provide professional administrative support in the areas of finance, human resources and research related educational programs for the Department of Oral Biology & Pathology.
Duties:
* Responsible for administrative matters in the absence of department chair.
* Provide administrative support to the department chair.
* Prepare status reports on administrative projects assigned to departmental faculty and staff by departmental chair from initiation to completion of assigned projects.
* Prepare statistical data for analysis and inclusion for annual budget, accreditation documents and national surveys.
* Coordinate department events and programs as well as conferences and retreats including initial planning, promoting, registration, catering and venue arrangements and all audio-visual and participant handout materials.
* Create, maintain and update the Department of Oral Biology and Pathology website with predoctoral information, department personnel updates, Oral Biology and Pathology Master's degree and PhD programs updates. Maintain photographs of all departmental functions for use on the website.
* Purchase all office related materials, prepare purchase requisitions and track to completion the receipt of goods, equipment and supplies utilizing Wolfmart or other SUNY purchasing programs.
* Schedule faculty and staff monthly meetings as needed: secure space, take and disseminate minutes.
* Maintain chairs calendar.
* Make travel arrangements and process travel reimbursements for faculty as requested.
* Serve as Graduate Program Coordinator fielding all requests for information on admissions, downloading and processing of applications from the Office of Graduate and Health Sciences Admissions portal (SLATE), following up on incomplete applications, setting up of interviews and orientations for all PhD and Masters Degree students as appropriate.
* Serve as department liaison for Visa and Immigration Services (VIS} and assist incoming graduate students in obtaining appropriate documentation to enter USA for their studies.
* Assist, advise and answer questions for post-grad and predoctoral students and communicate to them all pertinent correspondence from the Graduate School.
* Provide administrative assistance as requested by departmental faculty.
* Coordinate leave time requests and faculty correspondence.
* Develop and oversee the maintenance of department and program documentation.
* Create and maintain a database of department post grad degreed alumni for reporting purposes and develop and implement activities, events and communications with alumni of the department.
* Coordinate the departmental lecture schedules and oversee the maintenance of CBase (HSC academic software database program or equivalent) end grade entry for the predoctoral Students. Oversee the maintenance of the department exam question database. Preparation and copying of exams and grade analysis.
* Develop, prepare and monitor departmental budgets (State, Income Fund Reimbursable, Stony Brook Foundation, IDC and Research accounts).
* Monitor departmental expenditures and supervise the maintenance of financial accounts, documents and files.
* Prepare routine financial reports for departmental chair utilizing PIA Interface and SBU Reporting, AES and Bl.
* Review and approve departmental purchase order transactions, expense vouchers and/or revenue deposits.
* Supervise the tracking of expense transactions from initial purchase requisition to the receipt of materials and final payment.
* Act as a signatory for various departmental accounts.
* Coordinate the submission of Stony Brook Foundation new account requests for departmental fundraising and development activities.
* Coordinate new position descriptions and hire packages for Oral Biology and Pathology employee recruitments.
* Serve as department point-of-contact and support for all searches within the department. Monitor Affirmative Action initiatives and compliance in all departmental faculty and staff recruitment packages.
* Prepare department faculty promotions, terminations and tenure files; administrative staff appointments and origination of payroll changes for RF employees as requested by supervising faculty.
* Oversee faculty and staff credentialing and Visa documents as necessary.
* Other duties or projects as assigned as appropriate to rank and departmental mission.
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) ###-#### or visit OEA.
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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.
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