Stony Brook University Division Business Coordinator in Stony Brook, New York
Required Qualifications (as evidenced by an attached resume):
Bachelor's degree (foreign equivalent or higher). In lieu of a degree, a combination of two (2) years of full-time directly related experience and an Associate's degree in Business or a related field will be considered. Two (2) years of full-time administrative office experience. Experience in word processing, spreadsheet management, electronic messaging and internet applications (Microsoft Word, Excel, Google Apps, etc.). Experience managing financial accounts.
Experience scheduling and organizing seminars and special events. Experience developing and managing a budget. Experience with grant proposal processes and grant administration. Experience with cloud-based applications (Google, Microsoft, etc.). Experience working with online procurement systems. Experience with electronic recruiting/talent management systems. Experience using online proposal submission systems. Experience with online finance / account management systems. Experience with web page development and social media platforms.
Brief Description of Duties:
The Division Coordinator for Atmospheric Sciences in the School of Marine and Atmospheric Sciences (SoMAS) assists with day-to-day administrative processes to include maintaining the operation of the Division office, accounts, budget and personnel files as well as assist in student recruiting and outreach. The selected candidate will possess strong organizational skills and the ability to manage a diverse set of responsibilities, and must have experience working successfully in a team environment.
Prepare office correspondence and administrative reports, purchase supplies and equipment systems for Atmospheric Sciences faculty. Use Wolfmart, MyResearch, Research Foundation and Stony Brook Reporting tools, and other software to accomplish these activities.
Procure seminar supplies for Topics in Atmospheric and Oceanic Sciences (TAOS) seminar series and Oceans and Atmosphere Colloquia.
Responsible for administration of the Divisional accounts, including procurement card purchasing and justifying/reconciling all expenditures.
Responsible for all research and state procurement on Atmospheric Sciences administrative accounts (state, IFR, SBF and IDC).
Prepare appropriate paperwork and plaques for annual awards and financially administer associated Stony Brook Foundation accounts.
Assist with production and updating of Atmospheric Graduate and Undergraduate Brochures.
Maintain email distribution lists for the Division of Atmospheric Sciences.
Serve as liaison between Atmospheric Sciences faculty, Sponsored Programs, Grants Management and sponsor agencies.
Assist Atmospheric Sciences faculty in tracking grant end dates (modifying as needed any grant-supported personnel transactions, close-out expense transfers, etc.). Prepare spending plans for Atmospheric Sciences IFR and IDC accounts.
Assist Atmospheric Sciences faculty with sponsored account procurement, as well as with processing, reconciling, and troubleshooting sponsored grant transactions.
Work independently to resolve account discrepancies, working with various campus offices such as Procurement and Accounts Payable, Payroll and Accounting.
Exercise signatory authority on behalf of faculty for research accounts, initiate, review and approve purchases, expenditures and other transactions to ensure they fall within budget and time frame of approved projects. Use Wolfmart, Material and Services Transfers, vouchers/requisitions, travel vouchers, etc. to accomplish these tasks as necessary.
Prepare Taleo TMS requisitions and recruitment packages for grant-funded positions. Work closely with SoMAS HR Manager, HRS Class & Comp and Recruiting to ensure successful and timely recruitment efforts.
Create and/or modify Atmospheric Science positions and/or prepare appointment paperwork and change forms for Atmospheric Sciences grant supported staff and faculty. Ensure timeliness, correct labor distributions, etc., and follow up with university administrative areas to ensure correct and timely employee paperwork is prepared and submitted as needed.
Work closely with Graduate Program Coordinator to ensure seamless processing of Atmospheric Sciences program graduate student support appointments, change forms, and terminations.
Prepare summer salary and academic year salary offset paperwork for Atmospheric Sciences faculty.
Event Planning and Travel Administration:
Coordinate Atmospheric Science sponsored meetings, workshops, and symposia. Coordinate Atmospheric Science weekly seminars (including advertising, lunches/refreshments, travel arrangements and reimbursements for invited seminar speakers).
Facilitate visitors and international visitors to the Division of Atmospheric Sciences including preparing paperwork through the Visa and Immigration Office (via ACCESSVIS) for overseas Atmospheric visiting scholars. Use employment (TMS) or travel reimbursement procedures to cover visitor expenses as determined appropriate.
Schedule travel and process travel reimbursements for Atmospheric Sciences faculty, staff, students and visitors.
Recruitment and Outreach:
Compile and summarize information from faculty and students for use on website and in other promotional materials.
Coordinate outreach efforts with the local schools, on campus and local media.
Assist in promotion of Division activities on social media and on campus.
Other Duties or projects as assigned as appropriate todepartmental rank and mission.
This is a part time appointment. FLSA Nonexempt position, eligible for the overtime provisions of the FLSA.
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.
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Official Job Title:Staff Assistant
Job Field:Administrative & Professional (non-Clinical)
Primary Location:US-NY-Stony Brook
Department/Hiring Area:School of Marine and Atmospheric Sciences-Stony Brook University
Schedule:Part-timeShift:Day ShiftShift Hours:Flexible
Posting Start Date:Feb 22, 2021
Posting End Date:Mar 9, 2021, 4:59:00 AM
Salary:commensurate with experience within the range of $36-39K at 0.60 FTE
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.