Company: Stony Brook University
Location: Stony Brook
Posted on: June 9, 2021
Required Qualifications (as evidenced by an attached
Bachelor's degree (foreign equivalent or higher). Five (5) years
of full-time independent administrative experience managing major
aspects of business, budget, and human resources operations.
Experience with submission and management of research grant
applications. Experience managing complex projects. Budget
management experience. Staff oversight and supervisory
Master's degree (foreign equivalent or higher) in Business,
Higher Education Administration or a related field. Six (6) years
of full-time independent administrative experience in a higher
education, academic or healthcare department managing major aspects
of business, budget, and human resources operations. Working
knowledge of SUNY State, Research Foundation (RF), and Stony Brook
Foundation (SBF) budget, personnel, and purchasing policies &
procedures. Familiarity with Renaissance School of Medicine (RSOM)
practices and procedures.
Brief Description of Duties:
The Department Administrator is critical to the core research
objectives, academic mission, and overall excellence of the
Department. The responsibilities of this position are wide in scope
and include Budget and Fiscal Management, HR Management and
Supervision, Grant Administration, and administrative support to
the Chair, faculty and staff. Within each of these areas of
responsibility the Department Administrator acts with a high degree
of autonomy on a multitude of complex tasks as detailed below. The
Department Administrator assists and advises the Department Chair
in each of these areas and acts as the primary liaison to a variety
of high-level offices. Excellent organizational, time-management
and interpersonal skills are essential.
- Provide leadership in managing all administrative aspects of
running the Department, including operational and strategic
planning, fiscal management, and administrative oversight of
facilities, equipment, and personnel.
- Educate and assist faculty, staff and students in navigating
University and RSOM regulations, policies and procedures in a
variety of areas (e.g., events, travel, moving, reimbursement
expenses, and benefit packages).
- Advise and assist faculty with pre- and post-award grant
preparation and administration
- Maintain close communication with and provide assistance to the
Chair on issues including budget and financial matters, grant
administration, personnel issues, faculty promotion and tenure, and
School of Medicine and University requests and regulations.
- Serve as liaison between various administrative offices and
units across the University and RSOM.
Budget and Fiscal Management:
- Manage all fiscal operations for the Department of Microbiology
and Immunology from various funding sources including State, IFR,
Research Foundation/Grants, IDC, SBF, matching funds, royalty and
- Develop budget proposals, policies and fiscal guidelines that
support Department goals and growth. Develop various projection
reports and advise Chair on strategies to meet fiscal needs,
implications and consequences.
- Determine, monitor and control expenditures required to manage
the operational, research and personnel expenses of the department.
Ensure deadlines are met.
- Track start-up funds and assist faculty with research award
- Monitor and track allocations to ensure proper and accurate
administration. Work independently to resolve account
discrepancies, working with various campus offices such as
Procurement and Accounts Payable, Accounting, SBF Accounts Payable,
Grants Management, Sponsored Programs, etc. Maintain detailed and
accurate records of revenues and expenses. Make projections of
financial needs of the Department on both a short-term and an
- Troubleshoot problems and questions concerning Department and
University/RSOM policies and procedures and convey information as
needed. Ensure compliance with all State and Federal
- Manage revenue and oversee monthly invoicing for
fee-for-service facility IFRs. Prepare and review facility rate
- Serve as liaison with University comptrollers, grants,
accounting, governmental agencies, foundations, etc. Communicate
with high level administrative offices within SUNY.
- Provide oversight for management of Departmental shared
equipment in coordination with the Director of Labs, including
contract agreements, renewal dates, costs, and repairs. Coordinate
acquisition of new equipment and supplies required for research and
teaching with the Director of Labs and Chair.
- Advise and assist principal investigators in the Department
with grant submissions, preparation of grant packages, and the
development of proposal budgets.
- Assist faculty in monitoring research budgets and preparing
financial analysis based on external agency funding, personnel
costs and laboratory expenditures, and offer advice on such
- Assure compliance with sponsoring agencies and keep faculty
informed of regulations and deadlines.
- Track Departmental research grant activity. Certify effort and
cost sharing of faculty and research personnel for accuracy and
compliance with University/RSOM policies. Identify salary offset
funds and transactions. Prepare financial and productivity reports
related to research grant proposals and grant awards.
- Maintain a database with information on current faculty
- Keep faculty informed of upgrades in electronic grant
submissions through grants.gov and MyResearch.
- Review and approve grant proposals to ensure that policies are
- Liaison with Sponsored Programs and Grants Management.
Human Resources Management and Supervision:
- Responsible for HR and personnel-related activities for the
Department consisting of faculty, admin staff, research staff, and
students. Assure sufficient salary budget allotment for employees.
Oversee and administer personnel transactions such as appointments,
renewals, promotions (APT promotions and NTP permanent
appointments), changes, salary increases and terminations.
- Develop and submit position descriptions and recruitment plans
for new faculty and staff positions and assist project directors
and their staff with same. Provide support to and serve on
Department search committees and assist with faculty recruitment
- Oversee and lead Main Office and Graduate direct reports to
include recruiting, hiring, setting up objectives, workload
distribution, personnel issues, annual performance
programs/evaluations, counseling, approval for time off, and staff
professional development. Find opportunities for team training and
skills advancement. Provide direction for team members, coordinate
projects and update the staff.
- Supervision of non-faculty personnel administration.
- Responsible for the development, review and continuing
evaluation of all office procedures and recommend appropriate
operational improvements. Review staffing needs with Chair.
Special Projects Administration:
- Serve on the Finance Committee, Space Committee, and other
committees as appropriate.
- Participate in University test projects for implementing new
systems such as MyResearch and TMS.
- Assist in the development of budget and operational policies in
consultation with Chair and Finance Committee and communicate such
to Department members. Attend faculty meetings.
- Prepare special correspondence and reports for the Department
and University/RSOM offices to include financial analysis and
Department demographic information. Liaison with internal/external
- Collaborate with faculty and staff regarding problem resolution
and provide support in implementing content.
- Ensure a smooth administrative workflow throughout the
Department and promote employee team effort.
- Other duties or projects as assigned as appropriate to rank and
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
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
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Keywords: Stony Brook University, New Haven , Department Administrator, Other , Stony Brook, Connecticut
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