| Descriptive Title: Assistant to the Director | REF#: WC-S-7602-12-11-S |
| Budget Title: Staff Associate | State Professional Position |
| Department: Applied Math and Statistics | State Line#: 33158 |
| Grade: SL-4 | Campus: Stony Brook West Campus/HSC |
 | Salary: $54, 000 - $70, 000 |
THIS POSTING IS NOT CURRENT !!!
Required Qualifications: Bachelor's degree. In lieu of degree, a combination of directly related, progressively responsible full time administrative experience in an academic/university setting and education totaling four years may be considered. Four years of full time, academic administrative experience. Excellent written and communication skills. Excellent computing skills with a high proficiency in word processing, spreadsheet management, electronic messaging and and internet applications (Microsoft Word, Excel, PowerPoint, Google Apps, Lotus Notes, etc.). Exceptional interpersonal, organizational, project management and problem-solving skills. Preferred Qualifications: Master's degree. An additional two or more years of directly related, progressively responsible experience supporting a Chief Executive Office position in an academic/university setting. Knowledge of SUNY State, RF, and SBF budget, personnel policy, purchasing procedures and the administration of grants. Experience maintaining confidentiality in all areas of responsibility and a demonstrated ability to communicate with senior level administrators. Experience maintaining a website.
Brief Description of Duties: The Assistant to the Director will understand the overall goals, unique needs and challenges involved in the setup and administration of a University Institute with various research programs. The incumbent will provide comprehensive administrative support to the Director, faculty, and staff of the Institute for Advanced Computational Science in matters of personnel, budget and associated University, Research Foundation (RF) and Stony Brook Foundation (SBF) policies and procedures. He/she will serve as the primary liaison, where appropriate, between members of the Institute, University administration and the public. The incumbent will provide efficient and professional written and verbal communication on a range of highly confidential and day-to-day issues on behalf of the Director.
Human Resources:
- Manage State and The Research Foundation personnel appointments for the Institute from recruitment through termination or retirement.
- Administer appointment/reappointment paperwork for all employees (regular and part time faculty, staff, postdoctoral and research scientists and students, temporary staff, non-salaried affiliates or visiting faculty, extra service appointees, student workers, work study students, project and research aides).
- Prepare all aspects of visa paperwork as related to appointments associated with the Institute, working closely with International Programs.
- Oversee payroll and ensure prompt and accurate payment to employees.
- Resolve promptly all problems associated with this area.
- Educate and assist faculty, staff and students in navigating University regulations, any and all policies and procedures in a variety of areas (e.g., travel, moving, reimbursement expenses, and benefit packages).
- Maintain close communication with Director on all personnel issues, including related budget matters.
- Manage Institute accounts, including: State, IFR, SBF, and IDC accounts. Track start-up funds and assist Center faculty with managing their individual funds.
- Maintain detailed and accurate records of revenues and expenses and project financial needs of the Center on both a short-term and an annual basis.
- Provide advice to the Director on all budgetary matters.
- Serve as liaison between various administrative offices (i.e., telecommunications, accounts payable, purchasing), the Institute, and individual faculty.
- Assist Principal Investigators with research award budget management.
- Educate and assist faculty, staff and students in navigating University regulations and policies in areas related to finance.
- Work with multiple Principal Investigators assembling, coordinating, and developing grant budgets. Ensure timely submission to funding agency, according to the specific agency guidelines.
- Pre- and post-award grants management including submission, tracking, subcontract and on-campus budgets for all awards funding the Institute.
- In collaboration with Information Technology, assist in the design and implementation of the Institute for Advanced Computational Science's new website. Once the Website is fully implemented, incumbent will be responsible for maintaining and upkeeping the website content and functionality, which will include, but is not limited to: Test web site navigation periodically and feeder streams from primary sources in order to effectively link content to other university centers and resources. Ensure that all content and graphics are uploaded correctly. Employ judgment to determine appropriate content and troubleshoot functionality issues. Gather and verify new content and photos, which involves interacting with students, faculty, staff and external constituents, prior to publishing on website. Ensure new content is posted frequently as appropriate to maintain a “current” appearance.
- Other administrative tasks as assigned.
Special Notes: This is a full time appointment. 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:
Janice Hackney
Department of Applied Mathematics and Statistics
Math Tower, Room P140
Stony Brook University
Stony Brook, NY 11794-3600
Fax#: (631) 632-8490
| Applications for this position must be received, as specified in the Application Procedure Section, no later than 5:00 PM Eastern Time on 12/17/2012, unless specifically noted otherwise in the Special Notes Section. |
STONY BROOK UNIVERSITY IS AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER AND EDUCATOR.
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: 11/18/2012 |
| Additional Categories: | |