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Associate Director, Program and Project Management

Company: Stony Brook University
Location: Stony Brook
Posted on: August 2, 2022

Job Description:

Required Qualifications (as evidenced by an attached resume):

Bachelor's Degree (foreign equivalent or higher). Seven [7] years of full-time experience in project management, including project definition, organization, kickoff, management, and post-project evaluation. Six [6] years of experience with project management software, database operations, and related productivity tools, such as Microsoft Project, Sales Force, or similar project management and enterprise management software. Five [5] or more years of experience in data management and reporting. Five [5] years of experience in managing teams and individuals. Project management training.

Preferred Qualifications:

Bachelor's Degree (foreign equivalent or higher) in scientific or engineering field. Master's Degree (foreign equivalent or higher) in scientific or engineering field. Master's Degree (foreign equivalent or higher)in business administration (MBA). Project management certification. Three [3] additional years (10 or more years) of experience in program and/or project management. Three [3] additional years (8 or more years) of experience in data management and reporting. Three [3] additional years (8 or more years) of experience in managing teams and individuals. Experience in product development focused on scientific and/or engineering-based innovation. Experience with the innovation ecosystem, including large, medium, small, and/or startup businesses. Experience supporting partnerships between research institutions and industry. Experience in working with research institution faculty and students. Experience with contracts, licensing, sponsored research agreements, as well as associated processes. Experience with grant proposals. Highly proficient, professional experience in word processing, spreadsheets, and presentations (Microsoft Word, Excel, PowerPoint), electronic messaging and internet applications (Google Apps, other), and database systems

Brief Description of Duties:

The role is part of the Economic Development (Econ Dev) management team and reports to the Director, Programs.

Econ Dev is responsible for maximizing Stony Brook University's (SBU's) economic impact through science- and engineering-based research and innovation partnerships with faculty, students, and industry. Econ Dev includes two NY State Centers of Excellence (COE) - The Center of Excellence in Wireless and Information Technology (CEWIT) and the Advanced Energy Research and Technology Center (AERTC),, one NY State Center of Advanced Technology (CAT) - the Center for Integrated Electrical Energy Systems (CIEES), Intellectual Property Partners (SBU's technology transfer office), six new venture incubator programs, Long Island's NIST and NY State sponsored Manufacturing Extension Program (MEP/MTRC), a Small Business Development Center (SBDC), and the Strategic Partnership for Industrial Resurgence (SPIR) program. In addition, Econ Dev has a variety of innovation and entrepreneurship programs for faculty and students and works with many other SBU offices, centers and programs.

In its boldest and most successful implementation, SBU Economic Development will be a true partner with companies in bringing a broad portfolio of science-driven innovation to market and public benefit in the form of new products and services. Overall success will be measured by the implementation of program strategic plans, the scale and quality of industry partnerships, successful projects, and increased funding through successful proposals to federal, state, industry, and other sources.

To this end, the Associate Director, Program and Project Management (AD) is responsible for leadership and execution of program and project management and administration for five Econ Dev programs - CEWIT, AERTC, CIEES, MEP/MTRC, and SPIR. This includes but is not limited to maintaining and managing a portfolio of collaborations of joint faculty - industry partnerships and commercially-relevant research and development projects. This is a new group and will require a significant effort to build a strong team with outstanding competencies supported by advanced systems and workflows. It is possible the group will grow in the near-term. Success will be measured by the implementation of program and project management, administration, compliance, and reporting capabilities. Highly motivated and organized self-starter with a record and bias for strong, measurable results

There are four fundamental components to the role: 1) project management and coordination, including funded projects, proposals, workforce and outreach initiatives, and other efforts, 2) project portfolio management, 3) program management, and 4) data and reporting. The AD will manage a team of approximately five Project Coordinators (PC).

The successful incumbent will be a highly motivated and organized self-starter with a record and bias for strong, measurable results. They will have excellent written and verbal communication skills, strong abilities as an individual contributor and leader, strong interpersonal skills and professional maturity.

In close collaboration with Program Managing Directors (MD), execute the following duties:

Project and Project Portfolio Management

Projects include, but are not limited to, funded projects, grant proposals, events, and workforce development and education, outreach, and partner initiatives.

* Project Management
* Ensure a commercially-relevant project work plan for each project is developed, which will include, among other things, a scope of work, deliverables and outcomes, tasks, owners, due dates, and budget.
* Direct and ensure execution of the project management components for each assigned project with the project team.
* Evaluate and track project progress against the work plan, identifying issues and required adjustments to the work plan.
* Responsible for standing working meetings and periodic status meetings to ensure projects progress on schedule as defined in the work plan. Ensure all reports are completed and provide appropriate value to funder.
* Oversight and implementation of processing all projects through the Research Foundation Office of Sponsored Programs and/or the Office of Procurement. With Director, Programs, and guidance from the AVP for Technology Partnerships and Econ Dev leadership design, build and implement a procedure for processing projects.
* With the SBU Office of Sponsored Programs/Grants Management and/or Office of Procurement, and direct reports, responsible for obtaining and processing all reporting and compliance requirements of projects. This includes, but is not limited to, ensuring timely and accurate compliance and reporting requirements with applicable funding agencies and industry partners.
* With and through PCs, effectively engage and utilize project management programs to meet project tracking and compliance objectives.
* With a full project team, ensure assessment of each completed project for performance, and satisfaction of objectives, and then update all relevant systems.
* Request and obtain project status/progress updates from Project Team.


* Project Portfolio Management
* Build and implement a system for managing and tracking a portfolio of projects. This will include the use of project management software (e.g., Excel, Salesforce, Google, Microsoft) for both individual projects and a portfolio of projects that will be integrated into larger campus workflows and systems.
* Maintain a current and accurate and robust database comprising appropriate information for projects and portfolio of projects.


* Process & Compliance
* Assist Econ Dev Shared Services units (Finance, HR, Contracts, others) wherever necessary to meet project, program, and Econ Dev reporting and proposal requirements.
* Responsible for preparing and providing data and/or summary information as required for project compliance and reporting.
* Interact and engage with project PI's, Econ Dev personnel, industry partners, University administration and others on all facets proposal, award, and initiative preparation, processing and administration.
* Adhere to Econ Dev high service level response times.


* Build and Maintain Best Practice
* Define and implement effective practice improvement initiatives.



Program Management Support

Under the Director, Programs and in collaboration with MD, support Econ Dev programs.

* General Support
* Support operational, planning, sponsor compliance, reporting, and administrative needs of Econ Dev Programs and Centers, liaising with Econ Dev, project teams, and others as necessary.
* With the Director of Contracts and Intellectual Property and direct reports, responsible for oversight of all reporting and compliance requirements of the program. This includes, but is not limited to, ensuring compliance and reporting requirements with applicable funding agencies.
* Actively seek opportunities for building synergies and leverage across Econ Dev projects and programs, looking for ways to improve and achieve higher impact. Ensure direct reports are accountable for the same.
* Assist the MDs in maintaining a "real-time/current" summary of all external outreach activities of the program.
* Assist the MDs in maintaining a "real-time/current" summary of all workforce development, educational and training activities for the program.


* Project Portfolio Management
* Build, implement, and manage a system for the continuous assessment of projects. This includes comparative and side-by-side evaluations of applicable performance metrics both within a program and across programs.
* Responsible for continuously tracking and measuring programs, project portfolios, and projects.
* With a larger team, define best practice performance metrics. As much as possible, assessment should be data-driven.
* Define and implement practices and systems to support project portfolio management and reporting.
* Build and Maintain Best Practice
* Define and implement effective practice improvement initiatives.



Data & Reporting

* With Director of Contracts and Director, Programs, and guidance from the AVP for Technology Partnerships, design, build and implement a process and system for project and program management, data collection and reporting.
* Responsible for providing project summary data as required for Program Advisory Board Meetings, Econ Dev project business development efforts, Econ Dev annual planning process, Econ Dev budget process, compliance and reporting, and other purposes.
* Responsible for building synergies across Econ Dev programs by supporting project comparison with data and information summaries, looking for ways to improve and leverage for higher impact.

Supervision of Direct Reports

* Oversee and manage direct reports including but not limited to developing position descriptions, recruiting, hiring, defining objectives, workload distribution, annual performance appraisals, approval for time off, personnel issues, counseling, and terminating.
* Together with VP Coordinator for Economic Development, develop and implement appropriate professional development and training programs for direct and indirect reports.
* Through excellent use of Performance Programs and Evaluations, inform, develop, and correct direct and indirect reports' performance.
* Other duties as assigned.

Special Notes:

The Research Foundation of SUNY is a private educational corporation. Employment is subject to the Research Foundation policies and procedures, sponsor guidelines and the availability of funding. FLSA Exempt position, not eligible for the overtime provisions of the FLSA. Minimum salary threshold must be met to maintain FLSA exemption.

Due to U.S. Export Control laws and regulations, the candidate hired will need to be a U.S. citizen, lawful permanent resident, or other "protected individual" (as defined by 8 U.S.C. Sec. 1324b(a)(3).

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) 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.

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Keywords: Stony Brook University, New Haven , Associate Director, Program and Project Management, Executive , Stony Brook, Connecticut

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