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,
FROM ITS BEGINNINGS A HALF-CENTURY AGO, STONY BROOK UNIVERSITY HAS BEEN CHARACTERIZED by innovation, energy and progress, transforming the lives of people who earn degrees, work and make groundbreaking discoveries here. A dramatic trajectory of growth has turned what was once a small teacher preparation college into an internationally recognized research institution that is changing the world.
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