Department Administrator - Stony Brook University : Job Details

Department Administrator

Required Qualifications (as evidenced by an attached resume):

Bachelor's Degree (foreign equivalent or higher). Four (4) years of full-time related administrative experience and/or research experience, preferably in a Higher Education/Academic environment. Proficient, professional experience in word processing, spreadsheet management, electronic messaging and/or internet applications (Microsoft Word, Excel, PowerPoint, Google Apps, My Research, etc).

Preferred Qualifications:

Advanced degree. Experience with budgeting and fiscal responsibilities, monitoring and tracking finances. Experience working with one or more of the following campus computer software systems: PeopleSoft, Slate, Wolfmart, GoogleApps, Access VIS, Docusign, TMS, and Interfolio. Experience working with PI's and/or faculty on grant-supported projects. Experience with Human Resources Services including hiring through both TMS and Interfolio, payroll, and benefits. Experience with initiating and compiling permanent resident, H1B and J-1 petitions AccessVis. Experience providing administrative support to a graduate training and/or undergraduate degree program. Experience with outreach and other university supported departments.

Brief Description of Duties:

The position is responsible for providing comprehensive administrative support to the Department, with a focus on academic, budget, and department administration responsibilities. The role involves liaising with various departments and administrative offices across campus, representing the College, and the Department. Overall, the incumbent plays a crucial role in ensuring smooth academic operations, effective budget management, and efficient department administration, supporting faculty, students, and the department Chair in their respective responsibilities.

The incumbent must possess outstanding written, verbal, and interpersonal communication skills. Experience successfully working independently as well as part of a team with a collaborative approach to problem-solving. Strong organizational and time management skills with exceptional attention to detail. Experience working with a high degree of professionalism, integrity, discretion, and tact. Experience successfully working independently as well as part of a team.

? Budget:

? Financial management of departments State, IFR, IDC, and Stony Brook Foundation accounts. - Maintain Excel spreadsheets of department accounts.

? Serves as Wolfmart shopper and approver. Department Procurement Card holder.

? Responsible for departmental purchasing by utilizing the appropriate systems for requisitions, order tracking, payment follow-up, and reimbursements, etc.

? Continual account management, monitoring, and reconciliation for the end of each fiscal year. Resolve any problems with budget and advise accordingly.

? Develop internal fiscal guidelines and procedures.

? Implement new accounting systems or upgrades to current procedures as necessary.

? Department Administration:

? Act as a resource for faculty and students in providing information and problem-solving.

? Supervise administrative personnel on a daily basis. Supervise hiring of new office personnel when necessary and ensure training of new administrative personnel.

? Oversees professional and faculty search committees and recruitment activities in both TMS and Interfolio systems.

? Keep well informed on new or changing information (budget, human resources, and academic matters) and communicate to the department as necessary.

? Attend department administrator meetings given by the college, Provost's office and/or the Renaissance School of Medicine.

? Prepare State, RF and SBF personnel transactions (appointment/reappointments/ recruitment/terminations). This includes, but is not limited to, performance programs/evaluations, reappointment, promotion, and tenure files, sabbatical leave requests, part-time faculty, and volunteer/non-salaried and summer appointments.

? Work in collaboration with Hiring Managers developing position descriptions for new/replacement positions.

? Facilitates HR transactions (e.g. reclassifications, temporary increase in duties, extra service and equity increases).

? Prepare Visa applications material for faculty and visitors.

? Supervise administrative processes, delegating to other departmental staff as appropriate.

? Assist Chair in his/her interactions with faculty and with providing faculty with appropriate staff assistance.

? Assist new faculty who have joined the department - -this may involve managing start up accounts, hiring new personnel or any aspects related to the tenure process.

? Assist with renovations needed in both laboratories and departmental space.

? Work with the Dean's Office regarding any faculty or staff appointment or performance-related issues.

? Serve on internal and external search committees.

? Provides assistance to hiring managers to help facilitate searches within the applicable system: creating requisitions, managing applicant pools, creating offers, and onboarding process.

? Assist the Chair in all aspects of department administration: Maintain the Chair's calendar; Assist in data collection for departmental reports and strategic planning purposes;

? Assist the Chair in the collection of information and preparation of reports for the College of Arts and Sciences, the Renaissance School of Medicine or other university administrative units.

? Event Planning:

? Oversee all department-sponsored events, helping to promote community building; serving as a department representative at these events and activities.

? Coordinate departmental meeting logistics including disseminating the agenda, coordinating and reserving any catering, room, and/or A/V needs. Serving as the point of contact for events and taking meeting minutes as needed.

? Create and maintain electronic schedules and manage reservations for the department conference room.

? Oversee the arrangement of travel and accommodations for faculty and lecturer recruitment efforts, as well as for seminar speakers.

? Organize and host the Annual Mind/Brain Lecture, coordinating all aspects.

? Oversee Departmental events such as the Departmental Retreat, Program in Neuroscience Annual Symposium.

? Other duties or projects as assigned as appropriate to rank and department mission:

? Liaison with other departments at an advanced level (advisory, regulatory, policy review).

? Participate in University committees for advancement of new programs and policies.

? Represent the department at meetings when necessary or in the absence of the Chair.

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.

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.

If you need a disability-related accommodation, please call the university Office of Equity and Access (OEA) at (631) ###-#### or visitOEA.

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Job Number: 2502923

Official Job Title: : Staff Associate

Job Field : Administrative & Professional (non-Clinical)

Primary Location : US-NY-Stony Brook

Department/Hiring Area: : Neurobiology & Behavior

Schedule : Full-time

Shift : Day Shift Shift Hours: : 8:30am -- 5:00 pm :

Posting Start Date : Aug 8, 2025

Posting End Date : Sep 8, 2025, 3:59:00 AM

Salary: : Commensurate with Experience

Appointment Type: : Term

Salary Grade: : SL4

SBU Area: : Stony Brook University

Req ID: 2502923