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Stony Brook University Assistant Director for Operations & Administration in Stony Brook, New York

Required Qualifications (as evidenced by an attached resume):
Master's degree (foreign equivalent or higher). Three (3) years of progressively responsible full-time administrative or operational experience. Experience organizing and managing projects to include relationship building. Experience working with financial accounts and/or budgets. Working knowledge of Microsoft Suite (Word, Excel, PowerPoint, etc.) and/or Google applications. Experience utilizing formulas within Excel and/or Sheets. Preferred Qualifications:
Proficiency in creating, editing, and submitting financial and operational reports. Experience with building customer and stakeholder relationships. Working knowledge with systems and database management to include report running, data extraction and data visualization. Experience working with sensitive/confidential data.Brief Description of Duties:
The Assistant Director for Administration & Operations provides administrative and logistical support in the areas of finance and operations for Continuing, Professional, and Executive Education (CP&EE). The incumbent will provide and coordinate operational and financial support to a number of programs including but not limited to, the Accelerated College Education (ACE) Program, the SBU Pre College Summer Program, and the Osher Lifelong Learning Institute (OLLI). This includes supporting human resource transactions, assisting with preparation of budgets, facilitating, and managing expense transfers, and the management of data and documents. The incumbent will have excellent written and verbal communication skills, strong interpersonal and organizational skills, and be detail oriented. They will engage others with integrity and a high degree of professionalism and possess a demonstrated ability for working with time-sensitive and confidential data. Essential to this role will be the ability to quickly learn and adopt new technologies and workflows. Duties:

  • Program Support:
    • Prepare, distribute and process hiring and renewal paperwork for program faculty and instructors.
    • Prepare, distribute, and monitor all documents related to extra service, independent contracts, graduate and undergraduate student employment, and MOU's for ACE, Precollege Summer, OLLI, and other programs as assigned.
    • Develop relationships with faculty and triage questions related to onboarding, payroll, and other university policies.
  • Budget Support:
    • Oversee and monitor unit budgets and transactions, to include reconciling accounts.
    • Prepare and execute expense transfers for ACE, Precollege and other revenue share commitments.
    • Work with team members to prepare Mid-Year, Multi-Year, Annual Budgeting and Rate Review processes for assigned programs.
    • Monitor and analyze payroll reports and faculty and instructor hiring schedules.
  • Stakeholder Support:
    • Collaborate with all on-campus and off-campus stakeholders as it relates to program needs.
  • Other duties, projects, and service as assigned and appropriate to rank and unit 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 $3,400 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.If you need a disability-related accommodation, please call the university Office of Equity and Access (OEA) at (631) 632-6280 or visit OEA.In accordance with the Title II Crime Awareness and Security Act a copy of our crime statistics can be viewed here.Visit our WHY WORK HERE page to learn about the total rewards we offer.

Job Number: 2401980
Official Job Title: Senior Staff Assistant
Job Field: Administrative & Professional (non-Clinical)
Primary Location: US-NY-Stony Brook
Department/Hiring Area: Continuing Professional & Executive Education
Schedule: Full-time Shift :Day Shift Shift Hours: 37.50
Posting Start Date: Jul 8, 2024
Posting End Date: Aug 8, 2024, 3:59:00 AM
Appointment Type: Term
Salary Grade:SL3
SBU Area:Stony Brook University

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.

Minimum Salary: 65000.00 Maximum Salary: 70000.00 Salary Unit: Yearly