Description

Required Qualifications:

Bachelor’s degree (Foreign equivalent or higher degree). At least four (4) years of full-time administrative experience in a higher education academic department managing aspects of academic business, budget and Human Resources. Experience managing complex projects. Experience managing and executing events. Budget management experience. Supervisory experience to include guiding, leading and developing staff career paths. Experience with visa/immigration processing. 

 

Preferred Qualifications:

Master’s Degree (Foreign equivalent or higher degree) in Business, Higher Education Administration or another related field. Additional years of full-time administrative experience in a higher education academic department managing aspects of academic business, budget and Human Resources. Grants management experience. Working knowledge of SUNY State, Research Foundation (RF), and/or Stony Brook Foundation (SBF) budget, personnel, and/or purchasing policies & procedures.

Brief Description of Duties:

The Department Administrator facilitates the overall goals, unique needs and challenges of the highly complex English Department, providing comprehensive administrative support to the Chair, faculty, and staff in matters of personnel, budget and associated University, Research Foundation (RF) and Stony Brook Foundation (SBF) policies and procedures. The incumbent will serve as the primary liaison, where appropriate, between members of the Department, University administration and the public.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.    

Department Administration:  

Provide leadership in managing all administrative aspects of running the Department of English including operational and strategic planning, undergraduate/graduate program development, fiscal management, and administrative oversight of facilities, equipment, and personnel (including supervision, hiring, training and evaluation). Educate and assist faculty, staff, students and independent contractors in navigating University regulations, any and all policies and procedures in a variety of areas (e.g., events, travel, moving, reimbursement expenses, and benefit packages). Maintain close communication with the Chair on all personnel issues, including related budget matters. Serve as liaison between various administrative offices including high-level interactions with the Provost's Office.  Develop and execute conferences, workshops, and seminars of varying lengths and complexity. This includes coordinating all amenities and accommodations including site selection, food, transportation, and audio visual equipment.

Supervise the Undergraduate and Graduate Program units.  

Financial Planning and Budgeting:  

Manage all fiscal operations for the Department of English to include developing the operational budget, budget proposals, policies and fiscal guidelines that support departmental growth. Develop projection reports, analyze/reconcile variances, and manage revenue. Ensure departmental compliance with university fiscal policies and procedures. Work with the Chair and College of Arts and Sciences to develop operating and strategic budget plans and requests. Manage all departmental accounts, including: State, SBF, and IDC accounts. Track start-up funds and assist faculty with managing their individual funds and grants. Monitor and track allocations to ensure proper and accurate administration. Work independently to resolve account discrepancies, working with various campus offices such as Procurement and Accounts Payable, Accounting, SBF Accounts Payable, Grants Management, Sponsored Programs, etc. Maintain detailed and accurate records of revenues and expenses and project financial needs of the Department on both a short-term and an annual basis. 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.

Grant Management:  

Work with multiple Principal Investigators assembling, coordinating, and developing grant proposals to include budget, submission and renewals. 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 departmental awards.

Human Resources:  

Manage NYS and Research Foundation personnel appointments for the Department from recruitment through termination or retirement. Administer appointment, reappointment, permanent appointment and promotion and tenure paperwork for all department members (faculty and staff, lecturers, postdoctoral, non-salaried affiliates, visiting professors, work study students). Prepare visa applications material for faculty, visitors, postdocs and Ph.D. students as needed.

Supervision:  

Oversee and manage direct reports to include being responsible for recruiting, hiring, setting up objectives, workload distribution, personnel issues, annual performance appraisals, approval for time off, and staff professional development including counseling and terminating. Identify and recommend appropriate professional development and training programs for direct reports. Ensure employees in the department have development plans. Identify opportunities for training and skills advancement; provide direction for staff and teaching assistants through the coordination of projects and timely updates.

Other duties or projects as assigned as appropriate to rank and departmental mission. Participate, as appropriate, in internal and external professional activities, such as a committee member, search chair, meeting or conference presenter, staying abreast of emerging developments within the diverse fields represented in SBU English.

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 stonybrook.edu/tobaccofree.

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 

info@goer.ny.gov.   

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. 

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Job Field: Administrative & Professional (non-Clinical)
Primary Location: US-NY-Stony Brook
Schedule: Full-time
Shift: Day Shift
Posting Start Date: Sep 17, 2019
Posting End Date: Oct 1, 2019, 10:59:00 PM