Undergraduate Program Coordinator (Part Time)

Location
Stony Brook, Suffolk County
Posted
Mar 24, 2014
Campus Description: 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. The University is a member of the prestigious Association of American Universities and co-manager of nearby Brookhaven National Laboratory, a multidisciplinary research laboratory supporting world class scientific programs utilizing state-of-the-art facilities. Stony Brook Medicine is Suffolk County's only academic medical center and tertiary care provider. Many opportunities exist for collaborative research, and in some cases, joint appointments with BNL or with Medical School departments.

Budget Title: Staff Assistant

REF#: WC-S-8547-14-03-S

Department: Anthropology

Salary: $18, 936.50 - $23, 867 @ 50% FTE

Grade: SL-2

State Professional Position

State Line#: 30918

Campus: Stony Brook West Campus/HSC


Required Qualifications: Bachelor's Degree. In lieu of the degree, an Associate's degree and two years of directly related full-time experience may be considered. Two years of full time administrative experience. Proficiency with Microsoft Word and Excel. Strong verbal and written communication skills. Demonstration of the attributes necessary to provide quality customer service and problem-solving skills.
Preferred Qualifications: Experiencein an academic setting. Prior responsibilities for advising. Experience in scheduling and event planning, supervising staff, managing a database, interpreting data and creating reports for managerial use. Experience in purchasing and maintaining office and/or classroom equipment. Experience in a customer service environment or working with diverse populations. Computer experience with applications such as PeopleSoft, graphics editing or presentation software, and social networking websites for business use.

Brief Description of Duties: The primary purpose of the Undergraduate Program Coordinator is to maintain department records related to Undergraduate affairs and to provide primary administrative support to department personnel. The selected candidate will:
  • Advise students as to degree requirements and provide a summary of degree progress and outstanding requirements. Track degree progress and process special requests. Maintain complete records of all current majors and minors from program enrollment through graduation. Ensure student files are accurate and represent all approved exceptions to degree requirements. Work independently to resolve student issues in scheduling, registration, advising, financial aid and grading. Coordinate with Academic and Transfer Advising Services and the Registrar’s Office as required. Proactively stay abreast of the policies and procedures of these areas.
  • Gather data and generate reports related to undergraduate matters including schedules, enrollments, syllabi, evaluations and transcripts. Coordinate the registration process and use judgment to determine appropriate changes to undergraduate course schedules. Research programs of interest to undergraduate students (e.g. study abroad, field school and internship opportunities) and ensure the dissemination of this information. Assemble information on relevant events and utilize social media to promote them. Maintain contact with department alumni.
  • Design and maintain department forms and informational documents. Administer the creation and distribution of course packets. Develop and maintain advertising material for the programs. Represent the programs during recruitment events on-campus. Administer the planning and execution of Undergraduate Commencement events. Review academic records of graduation applicants and assist in processing graduation clearance. Collaborate with Directors of Undergraduate Studies (Anthropology, Human Evolutionary Biology) and Department Chairs (Anthropology, Ecology & Evolution) to create, update and document department processes and policies.
  • Serve as the primary point of contact for administrative support to the department. Support the related Institutes and graduate programs as needed. Coordinate aspects of new faculty searches for undergraduate programs, including travel arrangements, presentation requirements and interview activities. Maintain supplies inventory and equipment. Process purchase requisitions as required. Track expenditures to ensure maintenance within budget allowance. Coordinate service requests with Campus Operations, computer support, etc. Process reservation requests for department space and equipment. Train and supervise work study assistants. Approve timesheets and track payments.
  • Other duties as assigned as appropriate to rank and department mission such as providing back up support includinggreeting guests, answering phones, processing shipments, distributing paychecks, photocopying and scanning.

Special Notes: This is a part time appointment, 18.75 hours per week, shift (day), days and hours to be determined. FLSA Nonexempt position, eligible for the overtime provisions of the FLSA. Internal and external search to occur simultaneously.

The selected candidate must successfully clear a background investigation.

Application Procedure: Those interested in this position should submit a State employment application, cover letter and resume to:

UPC Search Committee
Department of Anthropology
Stony Brook University
S-501 Social & Behavioral Sciences
Stony Brook, NY 11794-4364
Fax #
631-632-9165


Applications for this position must be received, as specified in the Application Procedure Section, no later than 5:00 PM Eastern Time on 04/21/2014, unless specifically noted otherwise in the Special Notes Section.

STONY BROOK UNIVERSITY IS AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER AND EDUCATOR.
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 http://www.stonybrook.edu/police

Job Category: B) Administrative and Professional Positions (excluding teaching and patient/clinical care).
Posting Date: 03/23/2014
Additional Categories:PI74611862