MOU Administrator

Stony Brook, NY
Oct 04, 2017
Institution Type
Four-Year Institution
Job Description

MOU Administrator-1701504

Required Qualifications (as evidenced by an attached resume):

Bachelor’s Degree and three years of full-time administrative experience. In lieu of the Bachelor’s degree, an Associate’s degree and five years of administrative experience may be taken into consideration. Experience managing financial accounts. Program and/or Project management experience. Experience in word processing, spreadsheet management, electronic messaging and internet applications (Microsoft Word, Excel, Google Apps, etc...).

Preferred Qualifications:

Bachelor's degree or higher in Marine Science, Environmental Science or related field. Administrative experience in an academic or Higher Education environment. Three or more years of experience managing grants/projects in an academic or higher education environment. One or more years of experience managing university state-purpose and/or IFR accounts. Previous experience managing MOU funded projects. Highly advanced Microsoft Excel capabilities to include formulas, pivot tables and multi-tab spreadsheet management. Previous experience with state procurement processes. Student employment processing experience. Experience utilizing Adobe Professional. Experience working with any of the following systems: PeopleSoft, CBM, TMS, SUNY BI, Wolfmart, and/ or SBU Reporting.

Brief Description of Duties:

The Senior Staff Assistant will administer its expanding portfolio of state MOU-funded projects within the School of Marine and Atmospheric Sciences. This position will report directly to the Assistant Dean of SoMAS, but will support numerous faculty and project directors, technicians, postdocs, and graduate students. This position will also serve as liaison to NYS DEC and NYS DOS program managers.

As a skilled administrator and problem-solver with a broad range of experience to include budgeting, procurement and project administration, the Senior Staff Assistant will oversee funding from NY State MOU resources and help faculty PI's manage allocations to fulfill project goals and meet deadlines while complying with all University, State, and Federal (pass-thru) policies. Due to the nature of the research, which may involve collaboration with non-university units, the incumbent must exercise excellent judgment in overseeing the resources to help faculty PI's stay in fiscal compliance at all times. Strong organizational skills with exceptional attention to detail is essential for success in this role. This role will need experience working with, and maintaining, confidential information with a high degree of professionalism, integrity, discretion, and tact. As well as experience interacting with individuals at various levels within an institution as well as the general public.

MOU Management: Play an integral role in the establishment and negotiation (re-negotiation) of the MOU's between NYS DEC and SBU; or NYS DOS and SBU. Ensure SoMAS' interests are protected and well-represented, and that the SoMAS Dean's Office is kept apprised of all pertinent issues.

Develop research budgets with project investigators prior to submission to state sponsors to ensure comprehensive claim of recoverable costs, including proper salaries, fringe benefits, and tuition.

Establish IFR accounts and sub-accounts for the MOU project tasks; set up authorized approvers and signatories for each. Monitor and track allocations to ensure proper and accurate administration of accounts.

Work closely with the Assistant Dean during the budget process to ensure adequate annual allocations; work closely with the Assistant Dean during the IFR reconciliation process [2x per year] to ensure accuracy of account status.

Establish, maintain and track project administrative records regarding work plans and deliverables schedules for each PI/task manager, and solicit deliverables according to those schedules for submission to NYS DEC and NYS DOS based on due date.

Work to resolve budget issues if necessary with sponsors. Within scope of allowance from sponsors, submit budget revision requests, and apply for no-cost extensions well in advance of lapsing dates of MOU's.

Accounts Administration:

Work independently to resolve account discrepancies, working with various campus offices such as Procurement and Accounts Payable, Payroll and Accounting.

Exercising signatory authority for all accounts and sub-accounts, review and approve all MOU purchase requisitions, expenditures and other transactions before posting to accounts to ensure they fall within budget and time frame of the approved projects.

Assist project personnel with requirements for state purchasing (including equipment bidding, single/sole source justifications, establishment of subcontracts to collaborating institutions, etc...). Use Wolfmart, Procurement Card (and reconciliations), or Material and Services Transfers, vouchers/requisitions, travel vouchers to accomplish these tasks as necessary.

Track equipment purchases for inventory control. Ensure that equipment is adequately insured (annually).

Monitor expenditures and perform general ledger activities to maintain financial accounts and records of MOU task files. Prepare journal transfers and accounting transfers as needed. Provide faculty PI's with periodic expenditure reports, and engage PI's, Dean’s Office, and sponsors as needed regarding deviations on plans.

Transfer graduate and undergraduate student payroll quarterly as equivalent expense to MOU IFR accounts prior to quarterly invoicing dates.

Prepare quarterly (or as required on a different schedule) invoicing to state agencies. Verify zero-balance status on IFR accounts after accounts receivable (outstanding invoicing) to validate all expenses have been billed. Submit requests to Accounting for journal vouchers. Submit all documentation to NYS DEC and NYS DOS as required to ensure payments; respond to inquiries if additional documentation is requested.

Serve as backup to Assistant Dean during fiscal year budget process, assisting with the verification of various SoMAS accounts status; assist with new input into the Campus Budget Module (CBM) to ensure proper spending allocations and ability to fill MOU-funded positions in subsequent budget years.

Research Coordination:

Assist PI's administratively with coordination issues that may arise, as appropriate.

Attend meetings with NYS DEC and NYS DOS to discuss and develop work plans. Help SoMAS faculty advocate for their projects, and educate university officials, the public and lawmakers/politicians (when appropriate and when directed) about the positive research and environmental impacts resulting from the SoMAS collaborations with NYS DEC and NYS DOS.

HRS Appointments:

Prepare Taleo TMS requisitions and recruitment packages for MOU-funded positions. Work closely with SoMAS HR Coordinator and HRS Class & Comp and Recruiting to ensure successful and timely recruitment efforts.

Appoint graduate and undergraduate students to SoMAS interchange account based on awareness of approved budget and time frame of approved projects/tasks to which they will be charged. Track payroll on the interchange account for accuracy, interacting with Payroll, student appointments and Provost's Office when necessary to rectify errant entries.

Work closely with Graduate Program Coordinator to ensure seamless processing of MOU supported students.

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

Special Notes:

FLSA Exempt position, not eligible for the overtime provisions of the FLSA. Minimum salary threshold must be met to maintain the FLSA exemption.

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

Stony Brook University will be 100% tobacco-free starting January 1, 2016. See our policy and learn more 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: Senior Staff Assistant
Job Field: Administrative & Professional (non-Clinical)
Primary Location: US-NY-Stony Brook
Department/Hiring Area: School of Marine and Atmospheric Sciences-Stony Brook University
Schedule: Full-time Day Shift 8:30 a.m. - 5:00 p.m.School of Marine and Atmospheric Sciences-Stony Brook University
Posting Start Date: Sep 21, 2017
Posting End Date: Oct 21, 2017, 11:59:00 PM
Salary: Commensurate with experience within the range of $55,000-$65,000
Salary Grade: SL3


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