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Academic Center's and Institutes Administrator

Company: Stony Brook University
Location: Stony Brook
Posted on: June 7, 2021

Job Description:

Required Qualifications: Bachelor's Degree. Four [4] years of full time high level administrative experience supporting an interdisciplinary, matrixed academic organization in a university setting. Experience coordinating and managing programs and/or projects.Excellent customer service and interpersonal skills, exercising strong organizational and time-management with an exceptional attention to detail. Experience effectively multi- tasking in a fast-paced, deadline driven environment with a high degree of accuracy and organization. Excellent computing skills with a high proficiency in word processing, spreadsheet management, electronic messaging and internet applications (Microsoft Word, Excel, PowerPoint, Google Apps, OneDrive, etc.). Experience working with and maintaining confidential information and handling sensitive communications with discretion. Outstanding written, verbal, and interpersonal communication and presentation skills with a service-oriented attitude.

Preferred Qualifications: Master's Degree. Two [2] or more years of directly related, progressively responsible, experience supporting center directors and/or department chairs in a university setting. Experience with SUNY State, RF, or SBF budget, personnel policy, purchasing procedures and/or the administration of grants. Experience with proposal submission process and budget preparation. Experience with SUNY software systems such as PeopleSoft, MyResearch, etc. Experience maintaining a website. Administrative experience at SBU in an academic unit working with faculty and students. Demonstrated experience writing feature stories and other promotional content. Experience in developing content for media relations, website, social media, and video for higher education or a non-profit organization.

Brief Description of Duties: On behalf of the College of Arts and Sciences Dean's Office, facilitate the overall goals, unique needs and challenges involved in the administration of the Programs, Institutes or Centers that fall under CAS' purview. The incumbent will provide comprehensive administrative support to the Program, Institute or Center Directors, faculty, and staff in matters of personnel, budget, academic affairs, communications, and associated University, Research Foundation (RF) and Stony Brook Foundation (SBF) policies and procedures. The incumbent will have a firm grasp of the goals, needs and challenges of an interdisciplinary, multi-unit academic organization in order to effectively establish, maintain, supervise and coordinate all unit administrative functions, ensuring the effective operation of the multiplexed organization. This position will serve as the primary liaison, where appropriate, between members of the College of Arts and Sciences Centers, University administration and the public. The incumbent will work in a matrixed work environment, collaborating and managing relationships and reporting lines. Organizational and time-management skills with an exceptional attention to detail. The incumbent will provide efficient and professional written and verbal communication on a range of highly confidential and day-to-day issues on behalf of the Directors. Therefore, it is expected that the selected candidate will have experience maintaining confidentiality in all areas of responsibility and a demonstrated ability to communicate with senior level administrators.

  • Manage all administrative aspects of running a matrix of College of Arts and Sciences Centers and Institutes and multidisciplinary programs (Hub). Responsible for implementing most of the day-to-day program-related decisions regarding the Hub. Write the majority of correspondence on behalf of the Directors. Educate and assist faculty, staff and students in navigating University regulations, any and all policies and procedures in a variety of areas (e.g., travel, reimbursement expenses). Maintain close communication with the Directors on all administrative, academic, and personnel budget matters. Have excellent customer service and interpersonal skills, exercising strong organizational and time-management skills with an exceptional attention to detail. Play an active role in all aspects of planning including establishing vision, formulating strategy, developing plans/tactics, and subsequently executing plans and monitoring metrics and outcomes.
  • Fiscal Management: Manage all Institute/Centers' accounts, including: State, IFR, SBF, and IDC accounts. Track funds and assist Institute/Centers' faculty or staff with managing their individual funds. Maintain detailed and accurate records of revenues and expenses and project financial needs of the Institute/Centers on both a short-term and an annual basis. Make the majority of spending decisions independently and execute procurement contracts, provide advisement to the Directors on budgetary matters as needed. Serve as liaison between various administrative offices (i.e., communications, advancement, accounts payable, purchasing), the Institute/Centers, and individual faculty. Educate and assist faculty, staff and students in navigating University regulations and policies in areas related to finance. Work with multiple Principal Investigators assembling, coordinating, and developing grant budgets. Assist with the design and writing of grant proposals. Ensure timely submission to funding agency, according to the specific agency guidelines. Pre- and post-award grants management including submission, tracking, subcontract and on-campus budgets for all awards funding the Centers.
  • Marketing Communications: The key responsibility is to establish a marketing strategy in collaboration with the CAS Communications Manager for various academic and outreach programs in the Hub units. Additional responsibilities include day-to-day monitoring of the Centers and Institutes primary social media accounts, with a focus on quality control of social-first content that supports the University's content calendar, mission, and brand pillars. Interact and build relationships on social media to help grow audience, influence, and engagement on the Centers and Institutes primary social media accounts. Manage media relations activities as needed including addressing queries; strategic message development; and monitoring media for issues and crisis/reputation risks and implications. Writing and producing digital content for the Centers' social media accounts and website.
  • Academic Affairs: Coordinate the academic activities of institute/center academic programs. Prepare well-balanced schedules for fall, spring, two summer, and winter semesters reflecting student needs and faculty preferences while optimizing classroom space usage. Oversee the language placement orientation and exam process. Supervise the program class schedule processes and procedures within the Hub. Collaborate with the Undergraduate and Graduate Directors in updating course offerings and initiating new courses. Execute the teaching assignment procedure of all Hub classes. Anticipate staffing needs. Once completed enter final schedule on PeopleSoft.
  • Advising: Responsible for advising undergraduate and graduate students including discussing course offerings and placement exams with students, processing applications, tracking students' progress toward completion of the programs, clearing students for graduation, maintaining records, and assisting with coordination of events and communications. Consults Director only when difficulties arise. Communicate with the Graduate School as necessary.
  • HR: Manage personnel appointments for the Centers from recruitment through termination or retirement. Prepare all aspects of visa paperwork as related to appointments associated with the Centers, working closely with International Programs. Oversee payroll and ensure prompt and accurate payment to employees. Resolve promptly all problems associated with this area.
  • Events: Coordinate special events including graduation, external speakers, Center/Institute receptions, etc. Reserve venues on and off campus. Work with local hotels for visitors' lodging. Order all supplies, food, and transportation. Attend and plan for recruiting events throughout the year.
  • Supervision: Provide leadership, mentoring, training, supervision, oversight, and expertise to staff in Centers and student assistants. Recruit, hire, and prepare performance evaluations for these position
  • Other duties or projects as assigned as appropriate to rank and department 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.

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.

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Keywords: Stony Brook University, New Haven , Academic Center's and Institutes Administrator, Other , Stony Brook, Connecticut

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