Campus Description: Stony Brook University has established itself as one of America's most dynamic public universities, a center of academic excellence and a leader in health education, patient care and research. Listed among the top 1 percent of all universities in the world by Times Higher Education World University Rankings, Stony Brook is home to more than 24,000 undergraduate, graduate and doctoral students and more than 13,500 faculty and staff, including those employed at Stony Brook Medicine, Long Island's premier academic medical center and teaching hospital. With 597 beds, Stony Brook Hospital is the region's only tertiary care center and Regional Trauma Center. The University is a member of the prestigious Association of American Universities and co-manager of nearby Brookhaven National Laboratory.
Descriptive Title: Assistant Dean, Administration and FinanceREF#: HS-S-8032-13-11-F
Budget Title: Assistant DeanState Professional Position
Department: Schools of Health Technology & Management, School of Social Welfare, and Senior Vice President for Health SciencesState Line#: 21720
Grade: SL-5Campus: Stony Brook West Campus/HSC
Salary: Commensurate with Experience
THIS POSTING IS NOT CURRENT !!!
Required Qualifications: Bachelor's Degree. Five years of significant, full time related administrative, budget and human resources experience. Experience working within higher education. Proficient in all Microsoft office applications.
Preferred Qualifications: MBA or related degree. Administrative, budget and human resources experience within an institution of higher education. Experience in a unionized, health care environment. Prior management experience to include supervisory background. Administration of research grants.

Brief Description of Duties: The Assistant Dean will act as the primary administrator for the Schools of Health Technology & Management and Social Welfare.  This includes managing their financial, space and personnel resources; working with their faculty and staff and their related issues; as well handling procurement, accounting, and budgetary matters.   The Assistant Dean reports to the respective Deans of the two schools as well as the Associate Vice President for Administration & Finance for the Health Sciences.  A more detail description of the responsibilities are as follows:

Budgeting and Financial Management:
  • Prepare annual and multi-year operating budgets for the Schools (i.e. State appropriations, IFR business, SUTRA, IDC, and Stony Brook Foundation accounts), as well as budgets for special state appropriation requests (e.g. Special Needs Appropriations), capital budgets for renovation projects, tuition revenue sharing program, and separate campus activities (i.e. Manhattan and Southampton), as necessary.
  • Control expenditures from all School-wide accounts, responsible for reconciliation of monthly revenue and expense statements, and monitor and project actual vs. budgeted revenue and expense throughout the fiscal year. Provide reports of financial status to the respective Dean and Associate Vice President upon request. Some of theses reports will utilize SBU Reporting.
  • Develop/prepare and submit IFR Rates to accounting as appropriate.
  • Responsible for enforcing compliance with SUNY policies and procedures with respect to all aspects of financial management; e.g. management of IFR accounts, management of cash and petty cash funds, etc.
  • Provide assistance to faculty in the preparation of budgets for grants; review grant proposals by faculty. Train and assist as needed, faculty/staff that are learning how to manage and control grant expenditures. Assist Principle Investigators with preparation of annual grant reports. Approve effort and salary distribution of faculty/staff named on grants, whether contribution is salaried or in-kind. Prepare IFR salary offset forms as necessary according to grant awards.
  • Be responsible for enforcing compliance with SUNY policies and procedures with respect to all aspects of financial management; e.g. management of IFR accounts, management of cash and petty cash funds, etc.
Personnel Resources:
  • Be responsible for properly administering SUNY policies and procedures governing all personnel actions, in conformance with procedures dictated by campus Human Resources and campus Office of Diversity and Affirmative Action.
  • In collaboration with Deans of the Schools, supervises deployment of administrative staff within and amongst the Schools to optimize faculty and School-wide needs; develop job descriptions and supervise recruitment efforts for faculty and staff. Develop recruitment plans and recruitment tools as required by EEO Committee. Serve as member of various Search Committees, as appropriate.
  • Develop performance programs and evaluations for these staff and assist Department Chairs and Unit Heads with programs and evaluations of their staff, as requested. Assure the timely completion of annual performance programs and evaluations for staff and supervise the process of permanent appointments for eligible staff. Incumbent will ensure timely processing of faculty and staff appointments, promotions, re-appointments, terminations and extra service appointments as needed. Make recommendations to Deans regarding annual discretionary merit increases.
  • Consults with and advises managers in division regarding other personnel actions. This involves, but is not limited to: assisting/overseeing the development of position descriptions and supporting documents; help with submission of documents to Budget Working Group (BWG), identifying funding source for positions; and review organizational chart to ensure consistency with Operational Excellence objectives.
  • Review faculty offer letters for submission to Associate Vice President for approval.
Procurement and Contracting:
  • Oversee and manage all purchasing/procurement functions for the Schools and personally authorizes expenditures on all School-wide funds. Assist In the coordination of the Schools' clinical affiliation agreement process, which includes assessing the potential impact on the School of specific legal provisions in the contracts. Work with the Health Sciences Contract Officer, as necessary.
Security, Space, Facilities, Equipment and Technical Systems:
  • Collaborate with and provide administrative and budgetary support to the Schools to facilitate the accomplishment of technical instructional objectives, which includes but is not limited to the regular enhancement and replacement of computer equipment and software used by faculty and staff, and support of personnel resources as appropriate and available within the budget. Appropriate resources In support of technology initiatives are crucial especially as it relates to the distance teaming programs.
  • Oversee all physical renovation projects, coordinate all facilities management functions for the Schools, assures proper utilization of space resources (classrooms, offices, conference rooms, etc.). Coordinate moves, and respond to the needs by faculty and staff. Assure proper maintenance of office equipment and negotiation of equipment maintenance agreements. In collaboration with the Deans, develop Schools' access policies, and implement them in concert with University Police Department and campus security personnel as appropriate.

Other Functions:
  • Advocate on behalf of the respective Schools by working productively with the heads of various administrative units and departments on the Stony Brook campus (such as Office of the Senior Vice President for Health Sciences, Office of the Vice President for Finance and Administration, Accounting, Procurement, University Medical Center, University Legal Counsel, etc.).
  • In collaboration with the respective Deans and Associate Vice President, assist In the development and Implementation of changes to operational policies and procedures for the Schools, as requested.
  • Other duties and projects as assigned as related 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.

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:


Human Resource Services
Attention: J. Rossler
390 Administration Building
Stony Brook University
Stony Brook, NY 11794-0751


Applications for this position must be received, as specified in the Application Procedure Section, no later than 5:00 PM Eastern Time on 11/29/2013, 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: 11/17/2013
Additional Categories: