Operations Manager - Stony Brook University : Job Details

Overview

Job Description - Operations Manager (2503412)

Operations Manager

We are the Division of Undergraduate Education. We are student-centered departments dedicated to fostering and enhancing the ever-evolving undergraduate academic experience. We implement and support innovative teaching, advising, and student interventions that strategically promote student success, retention and graduation. We strive to create meaningful relationships with students and value collaboration with colleagues across academic and administrative areas to ensure students experience an inclusive and engaging environment. We are constantly evolving. We are a division of creative, forward thinking and solutions-focused staff, who are committed to professional growth, training, research initiatives and collaboration within our area and with campus partners. We invite you to apply to work in our division.

Click here for more information about the Division of Undergraduate Education

Required Qualifications

• Bachelor's degree (foreign equivalent or higher).
• Three (3) years of progressively responsible full-time administrative experience.
• Experience organizing and managing programming, events, projects.
• Experience working with financial accounts and/or budgets.
• Working knowledge of Microsoft Suite (Word, Excel, PowerPoint, etc.) and/or Google applications.

Preferred Qualifications

• Master's Degree (foreign equivalent or higher).
• Proficiency in creating, editing, and submitting reports.
• Experience with purchasing, processing expenditures and/or office management functions.
• Experience maintaining websites and/or social media.
• Working knowledge with systems and database management.
• Prior background hiring, training, and/or supervising staff.
• Experience interacting with a diverse student population in an academic environment.
• Experience working with sensitive/confidential data.

Brief Description of Duties

The Division of Undergraduate Education Operations Manager is the administrative and logistical lead for a unit in the Division of Undergraduate Education. The incumbent takes primary responsibility for unit administrative matters; purchasing and expenditures; faculty and staff hire paperwork; and event planning and coordination. The incumbent schedules courses and maintains program websites and email accounts. They support the unit and Division of Undergraduate Education with special projects and assignments, as appropriate and needed. They may supervise professional and/or student assistant staff.

The incumbent will have excellent communications, interpersonal, and organizational skills with exceptional attention to detail. They will be creative thinkers, with a strong capacity for advocacy, and able to work well independently and part of a team with a proactive and collaborative approach to problem-solving. They also will exemplify a strong work ethic and integrity with a high level of professional discretion for confidential and time-sensitive information and documents related to all departmental activities.

DutiesAdministrative and Program Support

• Oversee administrative and logistical support for the unit.
• Assign professional and/or student staff to assist with the administrative functions of events and projects.
• Schedule courses, as assigned.
• Coordinate and/or oversee the planning and implementation of various events and projects. Duties could include: communications, purchasing, facilities reservations, tracking attendance, and advertising events.
• Maintain an operational calendar of events and projects.
• Participate in direct project planning and support.
• Monitor email accounts and maintain marketing/communication materials.
• Represent the programs at University events.

Budget & Workforce Administration

• Oversee and monitor unit budgets and transactions, to include reconciling accounts, generating reports on budget use and spending patterns, payroll audits and reconciling fiscal transactions, purchasing, and scholarship disbursement.
• Prepare and oversee all staff paperwork for the unit, using recruiting and hiring software (TMS) and processing hiring paperwork for student staff, graduate students, and instructors.
• Lead efforts to ensure consistency of hourly student employee compensation, expectations, and experiences whenever possible.

Unit Support

Additional responsibilities include supporting special projects and assignments, as appropriate and needed. Areas of support could involve Admissions and application reading; gathering data and information for reports; alumni affairs; supervision of professional and student staff; and communications outreach.

Other duties or projects

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

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.

In addition to the employee\'s base salary, this position is eligible for $4000 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.

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

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Job Number

2503412

Official Job Title: Senior Staff Assistant

Job Field

Administrative & Professional (non-Clinical)

Primary Location

Undergraduate Education – Department/Hiring Area

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