Senior Staff Assistant for Faculty Affairs and Personnel

Job description


Required Qualifications: (As evidenced by an attached resume)

Bachelor’s Degree (Foreign equivalent or higher degree). At least three years of full time administrative experience. Experience working with Human Resources transactions, following HR practices, policies and procedures. Experience with maintaining, managing and auditing Human Resources records. Professional experience researching, analyzing and resolving problems. Experience utilizing an Applicant Tracking System.

Preferred Qualifications:

Advanced Degree (Foreign equivalent or higher degree). Experience working  in a Higher Education/Academic environment. Experience supporting the administrative function of an academic department using PeopleSoft and Solar. High-level administrative experience at SBU in an academic unit. Extensive working knowledge of AA/EEO guidelines, SUNY and/or SBU policies, practices and procedures. Experience utilizing an Applicant Tracking System geared towards faculty hiring (i.e. Interfolio). Experience with Faculty recruitment.  

Brief Description of Duties: 

The incumbent will work in the College of Arts and Sciences Dean’s office reporting to the Assistant Dean for Faculty Affairs and Personnel. Incumbent must possess knowledge or expertise working with online systems and resources. 

The successful incumbent will have excellent customer service and interpersonal skills, exercising strong organizational and time-management skills with an exceptional attention to detail. Essential for this role is the adeptness to work independently as well as part of a team with a collaborative approach to problem solving.

The Assistant Dean for Faculty Affairs and Personnel also notes that it is imperative that this position have experience working with, and maintaining, confidential information with a high degree of professionalism, integrity, discretion, and tact.

Faculty Recruitment: Review submitted search packages for accuracy and communicate any necessary revisions to department administrators. Assist departments with all requisitions submitted through the online recruitment system related to all faculty recruitments and exemptions to searches. Maintain faculty files. Provide administrative support for Affirmative Action (AA) and Equal Employment Opportunity (EEO) committees which includes checking the posting  system weekly for updates, create files for searches and prepare for meetings, create the weekly agenda for the committee meetings. Schedule and coordinate weekly AA/EEO committee meetings. Notify the departments of the results of the AA/EEO committee’s meeting. Coordinate review and approval process for recruitment packages with the Office of Institutional Diversity and Equality (IODE) and the Office of the Provost. Scan informal acknowledgement letters, copies of official letters of offer and RSR’s into Budget spreadsheet

Faculty Personnel Transactions: Answer inquiries from departments regarding policies and procedures in relation to faculty affairs within the College of Arts and Sciences. Generate endorsement letters from the Dean to the Provost for faculty appointments, chair appointments, changes in FTE, leaves without pay, research assignments courtesy appointments, affiliated appointments, etc. Coordinate, review and process requests for non-salaried, volunteer and affiliated appointments. Review submitted requests for non-salaried (courtesy), affiliated and volunteer appointments for accuracy. Generate letters of offer for the Dean. Enter processed non-salaried and volunteer appointments into PeopleSoft. Notify departments of processed appointments. 

Review submitted requests for leave without pay, research assignments, sabbatical leaves, reductions in FTE, junior research assignments, etc. for completeness and prepare the necessary documents to submit to the Provost’s Office. Maintain records of approved requests on spreadsheet. Generate endorsement letters from the Associate Dean for Faculty Affairs for the various requests. Monitor and notify departments when annual faculty reappointment files and pre-tenure reappointment and lecturer reappointment files are due. Review submitted reappointment files for completeness and provide the files to both the Assistant Dean for Faculty Affairs and the Associate Dean for Faculty Affairs for review. Once the review is complete generate the reappointment letters from the Associate Dean and the Dean.

Assist with reviewing submitted faculty summer salary paperwork on both State and Research Foundation. Assist with reviewing Promotion and Tenure files submitted through the online recruitment system. Prepare, process, and communicate decision status of hiring freeze exemption/budget request forms. Maintain exemption request spreadsheet. Review MYResearch proposals and approve if accurate. Review and process hire packages for the part-time faculty appointed in the College’s community outreach programs. This includes calculating the salary, assign line number, generate hire forms, submit packages to Human Resources to enter onto the payroll. Maintain BIW line spreadsheet. Send out reminders to Departments from the Provost’s Office and Human Resources regarding new employee orientation (State and Research) and expiring work authorizations. Assist Budget area with processing GA/TA appointments.

Professional Development: Participate, as appropriate, in internal and external professional activities, such as an author, committee member, search chair, meeting or conference presenter, staying abreast of emerging developments within the fields.


Other duties or projects as assigned as appropriate to rank and departmental mission. Represent the College of Arts and Sciences in various faculty meetings. Stay current on SBU and SUNY policies and procedures. Work with CAS personnel unit staff for cross-training purposes.  

Special Notes:

This is a full time appointment. 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 has been tobacco free since 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 

[email protected]   

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 Pollock 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/Research is an Equal Opportunity /Affirmative Action Employer.  We encourage all to apply including individuals with disabilities and protected 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 online at the University Police website at

Visit our WHY WORK HERE page to learn about the total rewards we offer. 

Job Field: Administrative & Professional (non-Clinical)
Primary Location: US-NY-Stony Brook
Schedule: Full-time
Shift: Day Shift
Posting Start Date: Sep 12, 2019
Posting End Date: Sep 25, 2019, 10:59:00 PM




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Job No:
Posted: 9/13/2019
Application Due: 9/26/2019
Work Type: