Stony Brook University Assistant to the Chair in Stony Brook, New York
Required Qualifications (as evidenced by an attached resume):Bachelor's Degree (foreign equivalent or higher). Three (3) years of directly related, full-time administrative experience. Budget management and/or Financial record management experience. Experience liaising with human resources. Supervisory experience to include guiding, developing and managing staff performance. Highly proficient, professional experience in word processing, spreadsheet programs, and electronic mail.Preferred Qualifications:Administrative experience in an academic/higher education setting. Experience using campus business systems (e.g., AVID, Concur, PeopleSoft, Oracle, MYResearch, TMS, Interfolio). Experience with university policies and procedures related to faculty issues and tenure and promotion guidelines. Administrative experience at SBU in an academic unit working with faculty and students.* Brief Description of Duties:The Assistant to the Chair for the Department of Linguistics provides administrative support to the Chair and faculty and serves as the first-line liaison between the Department, other offices on campus, and the general public. Therefore, it is imperative that the selected candidate has experience interacting with individuals at various levels within an institution as well as with the general public. The successful incumbent will provide leadership in managing all administrative aspects including operational and strategic planning, undergraduate/graduate program development, fiscal management, and administrative oversight of facilities, equipment, and personnel. The successful incumbent will have excellent customer service and interpersonal skills, exercising strong organizational and time-management skills with an exceptional attention to detail. Essential for this role is the ability to work independently as well as part of a team, with a collaborative approach to problem solving.Course Scheduling/Academic Planning* Coordinate the academic activities of the Department. In consultation with the Chair, Undergraduate Program Director (UGPD), and Graduate Program Director (GPD) assist in the preparation of schedules for fall, spring, two summer, and winter semesters reflecting student needs and faculty preferences.* Track enrollments.* Arrange for appropriate classroom assignments.* Collaborate with the UGPD and GPD in updating course offerings and initiating new courses.* Prepare publications for distribution to students in various accessible formats. Assist with curriculum development.Budgeting/Financial Planning/Financial Management* Plan and coordinate the diverse business activities of the Department, in particular those related to the control of funding and spending. Responsible for the management of departmental fiscal affairs from various funding sources including State, Research Foundation, IFR, and SBF.* Oversee departmental annual budget and ensure the Department's compliance with university fiscal policies and procedures. Ensure that the deadlines and departmental goals are met. Prepare budget projections for future Department requirements.* Monitor OTPS expenditures and advise Department head on use and allocation of funds. Review all accounts and initiate corrective measures in cases of errors or problems.* Assist faculty and graduate students with online submissions for reimbursements related to travel and individual research account expenses provided by the Dean, the Provost, and/or individual grants. Prepare a variety of reports such as Department reviews, budget, etc.Advising/Student Liaison/Student Recruitment* In consultation with the UGPD, grant students permission to enroll in restricted classes.* In consultation with the UGPD, make sure that majors and minors are prepared to graduate, inform them if they are missing any requirements, clear students for graduation if they have completed all major and university requirements.* Assist the UGPD in advising undergraduate students.* Direct students appropriately to other campus departments.* Participate in the development and administration of various initiatives geared toward attracting students to the Department and meeting their academic needs.Staff and Faculty Support* Manage personnel transactions within the Department. Coordinate administrative activities involving faculty, including hiring, promotion and tenure, awards, summer stipends and student evaluation. Coordinate with International Services regarding the hiring of international faculty on H-1 and J-1 visas. Maintain and oversee faculty start-up and research accounts, travel allowances, etc. Help appoint part-time adjunct instructors. Advise the chair on staffing needs and manage personnel transactions related to staff.* Manage visiting scholar appointments in the Department.* Supervise the Graduate Program Coordinator.* Distribute work, check finished projects, prepare performance program and performance evaluation reports, approve timesheets, handle performance and/or disciplinary issues.* Establish and maintain departmental office procedures and periodically review and evaluate procedures.* Process TA/RA/GA appointments, and process paperwork for any necessary visas for international graduate students. Train new staff.* Troubleshoot problems and questions concerning Department and University policies and procedures. Provide information and advice to departmental Chair, faculty, and staff on current University policies and administrative procedures.Daily Operations* Oversee the effective operation of the Department on a day-to-day basis to ensure the safe, comfortable, and effective inhabitancy of Department space by its occupants. Ensure that all Department equipment is operating properly and repair or obtain service. Coordinate repairs to physical structure with the building manager. Oversee space planning and assist the chair in making space assignments. Maintain keys for Department rooms and offices.Communications, Media, and Outreach* Update the departmental events calendar.* In consultation with the Chair, maintain and update the departmental website.* Assist in the preparation of the departmental newsletter.* Assist in outreach to alumni/ae.* Plan annual convocation reception activities and submit necessary data on commencement activities for publications. Coordinate activities with relevant university offices (Conferences & Special Events), initiate and submit paperwork for event set-up, send invitations to grads and their families, keep faculty informed of the schedule. Via email, keep graduate students, majors and minors aware of departmental events and other important information.* Provide information to GPD and UGPD to assist in clearing students for degree.* Other duties include but are not limited to coordinating special events, including conferences and workshops held by the Department, external speakers, departmental colloquia, receptions, the annual picnic, holiday party, etc.* Other duties or projects as assigned as appropriate to rank and departmental 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 $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.*If you need a disability-related accommodation, please call the university Office of Equity and Access (OEA) at (631) 632-6280 or visit .In accordance with the Title II Crime Awareness and Security Act* a copy of our crime statistics can be viewed.Visit our page to learn about the total rewards we offer.Job Number: 2302999Official Job Title: Senior Staff AssistantJob Field: Administrative & Professional (non-Clinical)Primary Location: US-NY-Stony BrookDepartment/Hiring Area: LinguisticsSchedule: Full-time Shift :Day Shift Shift Hours: 8:30am -5:00pmPosting Start Date: Sep 18, 2023Posting End Date: Oct 3, 2023, 3:59:00 AMSalary:72,000 - 80,000Appointment Type: TermSalary Grade:SL3SBU Area:Stony Brook UniversityStony 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.