Required Qualifications (as evidenced by an attached resume):
Bachelor’s Degree (foreign equivalent or higher). Two (2) years of full-time, administrative experience. Experience in word processing, spreadsheet management, electronic messaging and/or internet applications (Microsoft Word, Excel, PowerPoint, OneDrive, Google Forms, Google Mail, Google Apps, Google Drive, TMS, etc.). Project management and/or event coordination experience. 
Preferred Qualifications:
Master's Degree (foreign equivalent or higher). Four (4+) years of full-time administrative experience. Experience in a Higher Education/Academic environment. Experience with Research Foundation/SUNY policies and procedures. Auditing and/or records management experience. Procurement and/or budget experience.  Experience working with one of the following campus computer systems: PeopleSoft, TMS, Oracle, Wolfmart, SMRT, SBU Reporting., SOLAR, 25Live etc. 
Brief Description of Duties:
The Staff Assistant reports to the Department Administrator and Chair of the Department of Pharmacological Sciences and supports the Department's faculty and students along with other responsibilities. This position will coordinate all personnel related transactions/paperwork, procurement, expense reconciliation, manage program facilities, and assist with administrative day-to-day operations. The responsibilities of this position also include assistance and management with student programs, orientation, admissions, supporting, scheduling, and student inquiries. The incumbent needs a high level of energy and flexibility to deal with shifting priorities and ability to work collaboratively as part of a team or independently. The Staff Assistant will work with the Course Directors, the Office of the Dean, faculty, and students. They will preserve confidentiality of student information and have excellent interpersonal, organizational, and communication skills. Many faculty personnel matters are dealt with by the incumbent and are of a confidential nature, since they regard faculty contracts and salaries.  Negotiations with newly-appointed faculty are sensitive and are handled by the Chair and Department Administrator. The Staff Assistant must be able to perform at the highest level of accuracy and efficiency and professionalism.  An inadequate performance could result in loss of resources, political jeopardy and inappropriate representation of the department. It is critical for the Staff Assistant to maintain this level of performance in their responsibilities as it reflects on the department and the institution. The Staff Assistant will keep the Department Administrator and Chairman apprised of any changes in Stony Brook University policies that affect the Department.

·         Budget and Finance:

o   Manage all administrative duties, while informing the Department Administrator of all related expenditures in conjunction to departmental activities, for quality assurance.

o   Handle day to day communication with lodging, food, and facilities vendors.

o   Maintain pending and active research grant information on a departmental database to monitor faculty activity.

o   Monitor and report on expenditures as it relates to all visitors for recruitment, seminars, and special events.

o   Account for service contracts as it relates to conferences and special events.

o   Assist the Chair with their travel and other professional activity reimbursements.

·         Record and File Management:

o   Responsible for a variety of confidential assignments including processing change requests; appointments, terminations, salary information, personnel and payroll transactions, Extra Service and Visa Requests, etc.

o   Track department work-related accidents: Review and process incident reports, create, modify, and update database.

o   Assist with ensuring lines are budgeted appropriately and information is clearly recorded.

o   Update organizational charts for the department.

o   Maintain department master list to adequately reflect department changes and information.

o   Ensure information and reports are accurate and up-to-date.

o   Assist the Department Administrator with various projects as assigned.

o   Assist with maintaining database for departmental policies & procedures and inform PI's when Performance Evaluations are due.

o   Maintain department personnel related files and records to include time-sheets, performance programs, evaluations, training records, labor relations issues, worker’s compensation, leaves of absence, and other related employee information.

o   Onboard and offboard employees. Maintain HR requisition files for all job-related documents.

o   Update, track and distribute performance evaluations and programs to ensure department’s compliance.

o   Facilitate all administrative functions for the Department through TMS and correspondence with new employees; handle recruitment of staff, scientists, postdoctoral fellows, graduate and undergraduate students.

o   Responsible for dissemination of department seminar series throughout department, campus community and outside research community; work closely with faculty host, including handling all travel arrangements, communicating directly with speaker, initiating a schedule of individuals for the speaker to meet with, payment process for honoraria and travel reimbursement.

o   Responsible for dissemination of faculty recruitment seminar series throughout department, campus community and outside research community; work closely with the recruitment committee chair, including handling all travel arrangements, communicating directly with speaker, initiating and preparing schedule of individuals for the candidate to meet with, payment process for honoraria and travel reimbursement.

o   Process all expenses associated with recruitment (e.g. transportation, lodging, meals, and ground transportation.

o   Responsible for dissemination of graduate program seminar series throughout department, campus community and outside research community; work closely with Graduate Education Administrator and graduate student, including handling all travel arrangements, speaking directly with graduate program speaker, initiating a schedule of individuals for the graduate program speaker, initiating payment process for honoraria and travel reimbursement.

o   Responsible for coordinating and assisting faculty with departmental information, and statistics for survey required for self-studies, site visit and university reporting for their specific grant submissions. 

o   Assists Chair by reviewing and handling grant application flow in MyResearch and ASSIST.

o   Assists Chair by reviewing and handling compliance and timesheet workflow.  

·         Administrative Management:

o   Participate in regular staff meetings to insure smooth facilities operation.

o   Draft correspondence for Chair’s signature and edits marketing material.

o   With minimal supervision, assist Chair in communicating with faculty and staff and students.

o   Act as liaison between Chair and members of faculty, university departments, university committees, School of Medicine personnel and members of research community.

o   Coordinate schedules, meetings, seminars, international symposia, site visits., etc. as requested.

o   Prepare correspondence relating to meetings, seminars, international symposia, site visits, as it relates to invitations, fundraising, and follow up with individuals in question.

o   Handle visitors for seminars, major conferences and special events, via email, and on-site during visit to ensure positive outcome of event.

o   Request and prepare for conference facilities for special events such as IT services, food, reserving lecture halls, and marketing.

o   Handle the preparation and submission of Visas for international visitors so they may get paid an honorarium and reimbursed for travel.

o   Coordinate professional schedule for Chair.

o   Coordinate domestic and international travel schedule for Chair, handle all arrangements and reimbursements in Concur.

o   Handle Chair’s expenses and reimbursements for other professional activities outside of travel.

o   Responsible for scheduling, recording, typing and distribution of faculty meeting minutes.

o   Assist department administrator with multitude of assignments, many of which are confidential in nature.

o   Assist department administrator with matters dealing with confidential personnel and salary matters for faculty and staff.

o   Handle and help with joint appointments with other departments by gathering information for the department administrator to prepare memorandum of understanding etc.

o   Deal with many “publics” including the President’s office, Office of the Provost, Vice President for Health Sciences, Dean of Medical School and Vice Deans for Finance and Research, Stony Brook Cancer Center, and Human Resources.

o   Coordinate national committee meetings, events, and fiscal matters for the Chair.

o   Responsible for efficient completion of faculty and staff packages submitted to the Appointment, Promotion and Tenure Committee requiring confidentiality (through Interfolio or other web platform).

o   Negotiations with newly appointed faculty are sensitive, and must be handled by the Chairman and Staff Assistant who provide information to the Department Administrator for completion.

o   Coordinate faculty recruitment, EEO/AA documentation, maintain spreadsheet with data pertinent to recruitment, expenses, serves as assistant to recruitment committee.

o   Coordinator of all Diversity, Environmental Health and Safety, and EAP training for the department.

o   Coordinator of Visiting Professorships of national and internationally- renowned scientists.

o   Organize and assist with major symposiums for the department. Responsible for complying with university policies and procedures.

·         Academic:

o   Assist the Vice Chair for Education with all activities as relates to the department’s educational mission: coordinate activities, prepare information for meetings, handle correspondence and inquiries.

o   Assist the Graduate Masters Program Director with admissions, rejections, grade submission, and handling all issues concerning the Masters program.

·         Computer Application:

o   Responsible for web calendar for seminars, journal club, academic calendar, vacation calendar, conference room reservations.

o   Responsible for working with IT office in posting awards, professional kudos, and grants awarded on web site.

o   Assist with the development and continuously updating of the grants database together with the Director of Information Technology and the Department Administrator.

o   Familiarity with Solar, Peoplesoft, Interfolio, ERAS, Wolfmart, Concur, TMS, MyResearch, ASSIST, and any other platforms needed for the above activities.

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

Special notes:
This is a full-time appointment. FLSA Non Exempt position, eligible for the overtime provisions of the FLSA.
In addition to the employee's base salary, this position is eligible for $3,026 UUP annual location pay, paid biweekly.
For this position, we are unable to sponsor candidates for work visas.
Resume/CV and cover letter should be included with the online application.
Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning, and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.
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