Campus Description: Stony Brook University, home to many highly ranked graduate research programs, is located 60 miles from New York City on Long Island's scenic North Shore. Our 1,100-acre campus is home to 24,000 undergraduate, graduate, and doctoral students and more than 13,500 faculty and staff. The University is a member of the prestigious Association of American Universities and co-manager of nearby Brookhaven National Laboratory, a multidisciplinary research laboratory supporting world class scientific programs utilizing state-of-the-art facilities. Stony Brook Medicine is Suffolk County's only academic medical center and tertiary care provider. Many opportunities exist for collaborative research, and in some cases, joint appointments with BNL or with Medical School departments.
Descriptive Title: Assistant Dean, Records and AdmissionsREF#: WC-S-7808-13-03-S
Budget Title: Assistant DeanState Professional Position
Department: Graduate SchoolState Line#: 20782
Grade: SL-5Campus: Stony Brook West Campus/HSC
Salary: $73, 000 - $90, 000
THIS POSTING IS NOT CURRENT !!!
Required Qualifications: Masters Degree. In lieu of the Master's degree, a Bachelor's Degree and two years of directly related full time experience may be considered. Five years full time professional experience in a directly related academic program or department. Related experience as a supervisor in a University student service area (i.e. Admissions, Registrar, Financial Aid, Academic Advising). Strong analytic and problem solving skills. Experience interpreting and enforcing institutional policies and procedures. Proven ability to work independently with minimal supervision.
Preferred Qualifications: Strong project management skills. Experience creating departmental communications through website design and implementation. Experience with PeopleSoft or other University information systems. Experience working on complex projects with cross-functional teams. Solid understanding of higher education administrative processes.

Brief Description of Duties: Under the supervision of, and in consultation with, the Dean of the Graduate School, the Assistant Dean is the individual primarily responsible for the management of all Records and Admissions matters impacting the Graduate School and the Graduate Programs. Much of this responsibility is defined by the SUNY and Stony Brook University policies and procedures. The selected applicant will oversee a team of one Manager and six professional staff members. The Assistant Dean will handle all of the graduate student administration business, such as new student admissions and orientations, graduate student administrative processes such as withdrawals, leaves of absence, add/drops, program/plan changes, and will keep well documented files for student records. The incumbent is expected to work independently but effectively with a wide range of campus constituencies and at times representing the Graduate School in participating in cross-departmental committees and at other New York area institutions.
  • Approve petitions, including add/drop, late registration, withdrawal, time-limit, leave of absences, course overloads, course under-loads, review and final process of graduate transfer credit petitions, program/plan changes, and secondary programs, class time-conflicts, grade changes. Create statistical reports for Dean, including test score reports, academic probation reports, admissions-acceptance reports, service indicator reports and enrollments. Approve Inter-University Doctoral Consortium requests.
  • Supervise the admissions and readmissions of all Graduate School students. Review for compliance with both local and state requirements and accuracy of data content. Oversee the utilization of ApplyYourself.
  • Supervise all policy and procedures related to Graduate School Final Defense Committee requests, Dissertation Defense requests, clearance of degrees, and communication with academic departments regarding degree candidates. Oversee the theses/dissertation submissions for compliance, to Graduate School guidelines.
  • Review all programmatic requests to add new courses or to revise existing courses in the PeopleSoft Course Catalog. Oversee and approve all processing of course approvals and all Graduate School course schedule changes that occur after classes begin.
  • For the New Student Orientation, ensure that all materials on the web are updated and in a timely manner. Work with the Department of Information Technology (DoIT) to set up SOLAR to properly communicate with newly matriculated students.
  • Supervise a total staff of seven employees.  Responsible for accurate maintenance of student files (Nolijweb).
  • The Assistant Dean provides day-to-day policy advice, operational information data and guidance to students, faculty, graduate program directors, Department Chairpersons, administrators and the public. The Assistant Dean often represents the Dean of the Graduate School at on-campus and off-campus meetings. Develops and revises Graduate School policy and procedures and prepares changes for administrative review.
  • Drive technology efficiency/improvements; Continuously work with DoIT and other campus offices to leverage the latest technology improvements to improve business workflow, processes and customer service. Ensure that the Graduate School and Graduate Program staff are properly trained on ApplyYourself utilization and upgrade enhancements. Ensure Records and Admissions staff have proper training of Nolijweb and upgrade enhancements.

Special Notes: This is a full-time position, 37.5 hours per week. FLSA Exempt position, not eligible for the overtime provisions of the FLSA. Internal and external search to occur simultaneously.

The selected candidate must successfully clear a background investigation.

Application Procedure: Those interested in this position should submit a State employment application, cover letter and resume to:

Lori Carron

Office Manager
Computer Science Building, Room 2401

Stony Brook University
Stony Brook, NY 11790-4433
Fax#: (631) 632-7610



Applications for this position must be received, as specified in the Application Procedure Section, no later than 5:00 PM Eastern Time on 03/13/2013, unless specifically noted otherwise in the Special Notes Section.

STONY BROOK UNIVERSITY IS AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER. WE ENCOURAGE PROTECTED VETERANS, INDIVIDUALS WITH DISABILITIES, WOMEN AND MINORITIES TO APPLY.
IF YOU NEED A DISABILITY-RELATED ACCOMMODATION, PLEASE CALL THE UNIVERSITY HUMAN RESOURCE SERVICES DEPARTMENT AT (631) 632-6161 OR THE UNIVERSITY HOSPITAL HUMAN RESOURCES DEPARTMENT AT (631) 444-4700.
IN ACCORDANCE WITH THE TITLE II CRIME AWARENESS AND SECURITY ACT, A COPY OF OUR CRIME STATISTICS IS AVAILABLE UPON REQUEST BY CALLING (631) 632-6350. IT CAN ALSO BE VIEWED ON-LINE AT THE UNIVERSITY POLICE WEBSITE AT http://www.stonybrook.edu/police

Job Category: B) Administrative and Professional Positions (excluding teaching and patient/clinical care).
Posting Date: 03/03/2013
Additional Categories: