Assistant Dean

Stony Brook, NY
Jun 12, 2017
Institution Type
Four-Year Institution
Job Description

Assistant Dean-1701233

Required Qualifications: (As Evidenced by an Attached Resume)
Master's Degree. Five (5) years of full time professional experience in directly related academic program, department or School. Experience with budgeting, finance and human resources. Supervisory experience required. Proficient in all Microsoft Office applications. Excellent written and verbal communication skills.

Preferred Qualifications:
MBA preferred. Additional years of progressive related experience. Experience within an institution of higher education; experience in a health care environment. Experience in a unionized environment. Experience in the negotiation and administration of contractual agreements.

Brief Description of Duties:

The Assistant Dean will be responsible for the School of Dental Medicine's budgeting and financial management, human resources management, procurement and contracting, security, space & facilities, equipment replacement and maintenance of equipment and technical systems.

Budgeting and Financial Management
Serve as the Chief Financial Officer for the SDM:

Create and maintain a responsive financial and administrative organization that provides the resources required to support the SDM's missions in education, research and patient care.

Responsible for the development and ensures adherence to financial policies and procedures of the SDM, the University and SUNY.
Act as Budget Officer for SDM. Develop and monitor annual and multi-year budgets for the School's funding sources (i.e. state appropriations, income fund reimbursable accounts, research, royalty, indirect cost (IDC), faculty student association (FSA), Stony Brook Foundation •(SBF) as well as budgets for facility expansion and/or renovation, tuition revenue sharing programs and separate campus locations (i.e. Stony Brook/Southampton).

Financial oversight for SDM's Dental Care Center.
Develop and submit IFR rates to accounting as appropriate, in compliance with SUNY policies and procedures.

Prepare, review, approve and submit request to the campus administration for new and or revised student fees. Management of IFR accounts.
Provide research and institutional grant request assistance to Principal Investigators (P.I.'s)
Prepare, review and/or analyze revenue/expense business plans for various SDM departments, programs, strategic planning proposals and new initiative.

Monitor expenditures for SDM accounts, responsible for reconciliation of monthly revenue and expense statements, and monitor and project actual vs. budgeted revenue and expense throughout the fiscal year.
Participate in the preparation of the School's Commission on Dental Education (CODA) periodic (7 year cycle) site visits.
Act as SDM's Principle Business Officer for the American Dental Education Association (ADEA)
Oversee the external reporting preparation and final review of the Committee on Dental Education (CODA) annual financial survey, ADEA survey of Dental Educators, ADEA Faculty Salary Survey,ADEA Survey on Current Vacant Budgeted Faculty Positions, National Science Foundation annual survey and other surveys as needed.

Human Resource Management
Responsible for administering all personnel actions, in conformance with procedures dictated by campus Human Resources and campus Office of Institutional Diversity and Equity.
In collaboration with the Dean of SDM, supervises the deployment of administrative staff to optimize faculty and School-wide needs; develop job descriptions and supervise recruitment efforts for faculty and staff.

Develop recruitment plans and tools as required. Serve as member of various search committees, as appropriate.

Develop performance programs and evaluations for staff as assist department heads with programs and evaluation preparation as requested and assure timely completion. Supervise the processing of faculty and staff appointments, promotions, reappointments, FTE changes, account distribution changes, terminations and extra service payments as needed.
Consults with and advises administrators and department heads regarding 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 the President's Budget Working Group (BWG), identifying funding source for positions; and review organizational chart to ensure consistency with Operations Excellence objectives.

Prepare and review faculty offer letters for submission for approval,
Oversee the preparation and provide final review of sensitive faculty and staff information for use in the grievance process and litigation.
Act as consultant in labor relations and/or legal matters involving SDM faculty and staff.
Provide input and administer the distribution of the UUP Contractual Discretionary increase funding pool.

Procurement and Contracting
Oversee and manage all purchasing/procurement functions for the School and authorizes expenditures on various school wide funds.
Administer the SDM's clinical affiliation process, which includes assessing the potential impact on the School of specific legal provisions in the contract. Work with the Health Science Contract officer as necessary.
Supervise and administer the preparation, review, approval and/or submission of SDM revenue agreements and clinical affiliation agreements for campus and/or SUNY approvals.
Negotiate, administer and provide financial reporting for GME (Graduate Medical Education) contractual agreements between SDM and Stony Brook University hospital.
Oversee the billing and receipt of payment for revenue service contracts with third party affiliations.

Security, Space and Facilities, Equipment and Technical Systems
Participate in the space planning and renovation projects, coordinate facilities management functions for SDM, assures proper utilization of space resources. Oversee the administration of proper maintenance of office equipment and negotiation of equipment maintenance agreements.
In collaboration with the Dean develop School access policies, and implement them in concert with University Police Department and campus security personnel as appropriate.

Prepare budgets and funding requests for renovation and capital projects.
Ensure budgetary support provided to SDM 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.

Practice Plan responsibilities

Ensure compliance with state and federal regulations related to Article XVI practice.

Advise on fee structure, billing, and collections policies.

Advise faculty board of legislation and policy changes.

Evaluate and advise on strategic plans for practice for growth.

Dental Administration

Ensure compliance with state and federal regulations related to Article 28 financial and HR policy.

Collaborate with SBM Compliance Officer to ensure and document regulatory compliance.

Evaluate and advise on of risk management issues.

Support policy and process review and improvement for financial and HR services.

Strategic Planning
Evaluate and advise on expansion of clinical services.
Evaluate and advise on expansion of research enterprise.
Collaborate with the Office of Education to develop an expansion plan for community, regional, national, and global outreach programs.
Oversight the financial plans to establish new community partners.

Prepare and present strategic planning reports to the administration.

Accreditation Responsibilities

Ensure compliance with Commission of Dental Accreditation (CODA) standards.

Responsible for documentation and compliance with financial and facilities CODA standards at the Dental Care Center and off-site practice and clinics.

Responsible for documentation and maintaining current all MOUs related to off-site practice.

Responsible for preparation of the portions of the Commission of Dental Accreditation (CODA) site visit document related to financial and facilities standards.

Other duties as necessary to facilitate business at SDM
Supervision of Finance and Human Resource professional and clerical staff. Represents Dean in internal and external meetings.
Advocate on behalf of SDM faculty and staff by working with heads of various campus wide departments and units (Asst VP for HSC, Office of VP for Finance and Administration, Human Resources, Budget Office, Procurement, Labor Relations, Legal Counsel, Accounting, Stony Brook University Hospital/Finance.)
Responsible to obtain and review annual audit and financial reports for the SDM's faculty practice, (Stony Brook Dental Associates, P.C.)
Participate in the development of clinical and academic relationships with existing affiliated hospitals and new community based clinics (ie; Hudson River Health
Care Center)

Other duties or projects as assigned as appropriate to rank and departmental mission.

Special Notes: This is a full time position. FLSA Exempt position, not eligible for the overtime provisions of the FLSA. Minimum salary threshold must be met to maintain FLSA exemption.

Stony Brook University is 100% tobacco-free as of January 1, 2016. See our policy and learn more at

Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Governor’s Office of Employee Relations at (518) 474-6988 or via email at

About Stony Brook:

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. SBU is a comprehensive research-intensive university and a member of the prestigious Association of American Universities (AAU), which includes 34 public universities among its 62 members. SBU consists of 12 schools and colleges and a teaching hospital that provides state-of-the-art healthcare in the Long Island region. SBU also manages and performs joint research with Brookhaven National Laboratory, the only Department of Energy Laboratory in the Northeast, and shares doctoral programs with Cold Spring Harbor Laboratory, a world-renowned molecular biology institute. Home to the Emerson String Quartet, the Jackson Pollack House in East Hampton, New York, the Humanities Institute, and the Southampton Arts Program, and with endeavors that extend to the Turkana Basin Institute in Kenya and the Ranomafana National Park in Madagascar, SBU sustains an international reputation that cuts across the arts, humanities, social sciences, and natural sciences.

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

Official Job Title: Assistant Dean
Job Field: Administrative & Professional (non-Clinical)
Primary Location: US-NY-Stony Brook
Department/Hiring Area: Office of the Dean SDM-Stony Brook University
Schedule: Full-time Day Shift 9-5Office of the Dean SDM-Stony Brook University
Posting Start Date: May 7, 2017
Posting End Date: Jun 21, 2017, 10:59:00 PM
Salary: Commensurate with Experience
Salary Grade: SL5


Similar jobs

Similar jobs