Administrative Staff Assistant I

Job Description

Administrative Staff Assistant I-1701022

Required Qualifications (as evidenced by an attached resume):

Bachelor’s Degree. One year of full time administrative experience in a business environment to include: Accounts Payable, Accounting, Finance or Purchasing. One year of supervisory experience. Computer proficiency to include Microsoft Excel and Word.

Preferred Qualifications:

Bachelor's Degree in Business or a related field. Additional years of administrative experience in a business environment to include: Accounts Payable, Accounting, Finance or Purchasing. Additional supervisory experience. Experience with Oracle system. Experience in Jaggaer (SciQuest) e-procurement system. Experience in a University setting. Knowledge of IRS tax reporting guidelines.

Brief Description of Duties:

The Administrative Staff Assistant will provide assistance to the Manager in various administrative and technical areas and directly supervise the staff in the daily activities of the unit. The successful candidate will work independently as well as part of a team with a collaborative approach to problem solving. This role will make recommendations to management relating to policies and procedures in the RF Payable unit and establish and maintain administrative office procedures to ensure efficient functioning of the unit. This will require strong analytical, organizational and communication (written and verbal) skills.

The Administrative Staff Assistant will participate in training as needed to acquire knowledge of new procedures related to the Research Foundation, Oracle, Jaggaer and various functions within the Procurement office and will train clerical staff in these new procedures. For success in this role, this position requires excellent customer service skills to include the ability to interact with diverse populations. The selected candidate will be responsible for the following duties:

Supervise the RF Accounts Payable staff. Manage the processing of electronic and imported invoices into WolfMart (Jaggaer). Audit, process and resolve the more complex RF accounts payable transactions. Assist staff with transactions on the daily error report. Work closely with RF Central office and IT personnel to resolve the more complex errors. Manage the Ricoh scanning system, ensuring that invoices are accurately and timely scanned and imported to WolfMart. Produce and run activity reports in WolfMart to access proper functioning of the unit. Update and change staff’s vendor assignments as needed. Oversee the Accounts Payable process in the closeout of terming grants to ensure that PO’s are closed out in an efficient manner allowing Office of Grants Management (OGM) to submit sponsored funds reports on time. Participate and represent AP in meetings with OGM to resolve issues related to the closeout process. Process and review Vendor refund checks, prepare deposits and post to accounts. Assist in the processing of expenditure transfers requests. Oversee and reconcile the daily RF Oracle payment registers. This includes the check register and ACH register. Ensure that payments are completed with accuracy and meet the RF audit guidelines. Input, update and merge supplier records related to the RF Oracle file. Lead liaison with RF Central office to resolve complex vendor issues. Ensure supplier information is in compliance with IRS regulations. Correct and update RF vendor file to ensure that vendor synch correctly to WolfMart vendor file. Reconcile the Property Control report on the RF oracle system. Oversee the process and reconciliation of American Express credit card transfer transactions and payment to the vendor. Other duties as assigned. Special Notes:

This is a full time position. The Research Foundation of SUNY is a private educational corporation. Employment is subject to the Research Foundation policies and procedures, sponsor guidelines and the availability of funding. FLSA Exempt position, not eligible for the overtime provisions of the FLSA. Minimum salary threshold must be met to maintain FLSA exemption.

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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 Pollock-Krasner 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.

Equal Opportunity Employer, females, minorities, disabled, veterans.

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: Administrative Staff Assistant I
Job Field: Administrative & Professional (non-Clinical)
Primary Location: US-NY-Stony Brook
Department/Hiring Area: Procurement-The Research Foundation for The State University of New York at Stony Brook
Schedule: Full-time Day Shift 8:30 am - 5:00 pmProcurement-The Research Foundation for The State University of New York at Stony Brook
Posting Start Date: Jul 3, 2017
Posting End Date: Aug 2, 2017, 10:59:00 PM
Salary: Commensurate with experience within the range of $53,000 - $60,000
Salary Grade: E1


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