Location: Stony Brook,NY, USA
Required Qualifications:(as evidenced by an attached resume)
Bachelor's degree (foreign equivalent or higher). Two (2) years of full-time administrative experience. Highly proficient, professional experience in word processing, spreadsheet management, electronic messaging, and internet applications (Microsoft Word, Excel, PowerPoint, Google Apps, etc...). Experience coordinating events. Experience working with computer systems such as: PeopleSoft, Wolfmart, SBU Reporting, BI, RF Report Center, SOLAR, 25Live, etc.
Preferred Qualifications:
Advanced degree (foreign equivalent or higher). Experience working in a Higher Education/ Academic environment. Extensive working knowledge of SUNY and/or SBU policies, practices, and procedures. Grant management experience.
Brief Description of Duties:
Stony Brook University's Chemistry Department scholars build and use their fundamental understanding of molecular structure to innovatively solve problems in order to improve the human condition globally. Undergraduate students, graduate students, and postdoctoral researchers all work closely with faculty to innovate and educate in the acquisition and application of chemical knowledge. Stony Brook Chemistry partners with local and global communities in our research and education enterprise. Therefore, having experience interacting with individuals at various levels within an institution is highly preferred. This position is tasked with administrative support of the Chemistry Department and its student population.
The incumbent will be responsible for (i) appointment and reappointment of all state and RF funded students working in Chemistry, (ii) support of departmental training grants which support student research, (iii) maintenance of researcher training records; as well as (iv) event planning, (v) managing communications outlets, and (vi) assisting with a variety of other departmental support tasks related to serving the needs of our students.
The successful incumbent will have excellent customer service and interpersonal skills, exercising strong organizational and time-management skills with an exceptional attention to detail. Essential for this role is the adeptness to work independently as well as part of a team with a collaborative approach to problem solving as well as experience working with and maintaining confidential information. The selected candidate will use outstanding interpersonal communication skills and sound judgment in decision making, while providing excellent customer service to Chemistry faculty, staff, and students.
* Student Appointments
* Responsible for all State and RF Student Appointments, awards, fellowships, training grants, and reimbursements for all Chemistry undergraduate and graduate students, working closely with PIs in the preparation and submission of required documentation. Duties include but are not limited to the following:
* Periodically gathers student support data from PIs.
* Maintains spreadsheets and databases with all data required for student appointments.
* Works with the Student Affairs Coordinator to keep a shared spreadsheet for all State and RF student appointments.
* Prepares change forms for all appointments, including State, RF, and trainees/fellowships on Departmental training grants.
* Keep RF payroll roster and address payroll concerns of graduate students.
* Monitors monthly end date/labor schedules for issues with Chemistry student appointments and follow up, as required, to ensure continued student support.
* Processes travel reimbursements for all students and recruits.
* Processes scholarship payments and awards for undergraduate and graduate students.
* Serves as the Effort coordinator and certifies graduate appointments (~200 ) in ECC online reporting tool.
* Hires Federal Work Study Students and Student Assistants as required for instructional and Departmental support and approve time in SOLAR as required.
* Provides guidance to new graduate students during New Student Orientation with processing I-9 paperwork, HRS, and payroll forms, in addition to procedures associated with acquiring an SSN and other relevant on-boarding matters.
* Assists in the development of standard practices and operating procedures for enabling student appointments according to state, University, and Agency requirements.
* Training Grants
* Support Departmental Student Training Grants
* Manages Budget/spending for multiple training award and matching funding initiatives from various State, Research Foundation, and Stony Brook Foundation sources.
* Works closely with Directors to ensure appropriate spending of funds and keep records of all spending.
* Prepares required Progress Reports.
* Coordinates with Directors to schedule monthly and annual meetings, retreats and steering committee meetings and schedule rooms and catering for these events as required.
* Assists with the assessment of students and mentors.
* Manages electronic records of data, including but not limited to unobligated funds for carry over funding, and demographics for Fellows, Affiliates, Alumni, Applicants, and Publications.
* Assists in the development of standard operating practices for administering training grants, according to state, University, and Agency requirements.
* Event Planning
* Assists the Faculty, Chair, Department Administrator, and Student Affairs Coordinator with department- sponsored events, thereby helping to promote community building and serving as a Departmental representative at these events and activities.
* Coordinates departmental meeting logistics, including disseminating the agenda, coordinating, and reserving any catering, room, and/or A/V needs. Serves as the point of contact for events and takes meeting minutes, as needed.
* Creates and maintains electronic schedules and manages reservations for department conference rooms.
* Arranges travel and accommodations for seminar speakers, as needed.
* Provides logistical support and assistance with Departmental events, such as but not limited to Named Lecture series, Chemistry Research Day, Student award ceremonies, and Graduation events.
* Provides assistance with departmental participation at CAS and University events, as needed.
* Arranges for catering for events, including department weekly seminars, monthly faculty meetings, etc., according to SUNY and State guidelines.
* Database Management
* Effective database management - Creates and builds upon the training, electronic building access, and key distribution systems.
* Organizes electronic records of all required student training (including EH&S safety courses and compliance such as CITI training) and notify students when re-training is required.
* Training record keeping - Coordinates and manages the training and key distribution systems; maintains electronic records of all required student training; and notifies students when retraining is required.
* As necessary, provides logistical support to the Student Affairs Coordinator with course checklists for individual undergraduate chemistry and engineering chemistry majors and chemistry minors in order to ensure effective adherence to course requirements/prerequisites in meeting timelines to expected degree completion.
* Communication Outlets
* Coordinates and works with departmental staff and faculty to update department webpage content.
* Serves on the Departmental Website and Social Media committee and assists with website design, organization, and content, as needed. Serves as the liaison between the department and related university offices to keep department webpage format updated.
* Create, curate, and update alumni undergraduate and graduate student databases.
* Updates Departmental program brochures.
* Posts content on the Departmental website and related social media accounts, as required
* Supports management of promotional material for the Department (Student Recruiting, Orientation, website, Brightspace, newsletter, marketing, etc.), as needed.
* Chemistry Office Duties
* Assists with preparation of confidential exams and course materials
* Assists the Student Affairs Coordinator with Student Advising, as needed and as appropriate.
* Represents the Department at meetings, as needed. Interacts with other University offices as needed, i.e., Dean's Office, International Academic Programs, Registrar's Office, Student Accounts, and other academic departments and units, as necessary.
* As needed, serves as a contact person for the receipt and distribution of mail and packages.
* As with all staff members, works with CAS Dean's Office and Provost Office to ensure that the Department is fully aligned with University initiatives, policies, and goals.
* Manages and coordinates supply requests and replenishments for the Chemistry office supply stockroom. Prepares carts for processing by Business Manager.
* Provides logistical support and assistance to faculty, staff, students, and external clients with routine office-related questions.
* Other duties or projects as assigned appropriate to rank and departmental mission.
Special Notes:
This is a full-time appointment. FLSA Non Exempt position, eligible for the overtime provisions of the FLSA.
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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