Department Staff Assistant

Stony Brook University•Stony Brook, NY

About The Position

The Stony Brook University Department of Biochemistry and Cell Biology (BCB), within the College of Arts and Sciences (CAS), is seeking a Department Staff Assistant. The Department Staff Assistant will report to and work closely with the BCB departmental administrator and chair, in a very high-volume, multi-dimensional role. The position will be directly responsible for independently managing two key components of the BCB administration: human resources and the departmental seminar program. Meet with faculty to discuss specifics for their invited speaker. All travel arrangements, including Flights for invited speakers, car service for speakers, and reservations for lodging, dinner, and lunches for invited speakers. Submit all reimbursements for related speakers' travel expenses, accurately advertise seminars on campus and websites, and prepare honorariums for invited speakers. Assisting with all administrative aspects associated with this department's activity. The ideal candidate will have a strong understanding of HR processes and regulations, as well as excellent communication and interpersonal skills. The ability to work independently, manage multiple tasks, and maintain confidentiality is crucial for this role. As the primary liaison with the University HR office, the Incumbent independently manages all activities related to position description development, new hires and reappointments, payroll matters, visa and immigration, AA/EEO and university compliance, performance documentation management, and other relevant tasks. This position requires a skilled professional who demonstrates a high level of independence and sensitivity regarding all personnel, as well as the ability to maintain strict confidentiality and discretion. The ideal candidate will be able to work collaboratively in a team environment and must be accustomed to meeting deadlines. The selected candidate will exercise sound judgment in making decisions, with a focus on delivering excellent customer service. To be successful in this position, Outstanding organizational skills and exceptional attention to detail are essential, enabling effective and independent administration of the day-to-day workflow. An ideal candidate will have proficiency in managing projects and tasks from inception to completion. The ideal candidate will also possess exceptional interpersonal and problem-solving skills, as well as the ability to adapt to a changing work environment. Personnel, Recruitment, and Process Management: This position will be responsible for the bulk of the day-to-day human resources transactions in BCB, including: Personnel, Recruitment, and Process Management: Write/create position descriptions, devise recruitment packages, establish and charge search committees, advance and disposition candidate files through the electronic applicant system, close searches, manage offers, onboard new hires, and initiate pre-employment promptly. Process all employment-related transactions related to existing appointments for all BCB staff, Research technicians, postdoctoral fellows, salaried and non-salaried adjuncts, volunteers, affiliates, summer project aides, and retirees. Develop internal procedures and implement already established HR policies. Under the direction of the BC administrator, provide guidance to faculty and staff on HR-related matters of the university, state, and/or RF policies and procedures (e.g., time and attendance rules, policies, benefit plans, and enrollment deadlines and waiting periods, payroll deadlines, direct deposit, deductions, lags, etc.). Monitor the end dates of RF employees who are reappointed on grants for payroll purposes. For state staff appointments to ensure permanent appointment eligibility. Coordinate with supervisors to submit permanent appointment packages. Under the direction of the BC administrator, ensure all performance evaluations and program documents are processed promptly and are 100%25 compliant. Oversee the administration and maintenance of BCB personnel files. Track and coordinate the department of human resources documentation. Assist with new State/RF hires with information and resources to facilitate their transition into the department and campus community. Initiate and approve BCB Visa application H1B or J1 requests for international visiting scholars, scientists, and hires. Select proper visa types for all visitors (paid or unpaid) Department Seminar Program Coordinator: The Department Staff Assistant will handle all administrative aspects associated with the seminar program. Includes meeting with the faculty host to discuss specifics for their invited speaker, creating invitations for prospective seminar speakers, scheduling speaker itineraries, tracking and processing related reimbursements, accurately publicizing the seminar on Campus Announcements and the Department website, and preparing forms for honorariums for invited speakers. Creates invitations for prospective seminar speakers, providing and scheduling speaker itineraries, including dinner, lodging, car service, and process-related reimbursements. Accurately publicize the seminar on Campus Announcements and the Department website, with distribution of seminar notices via email to the campus community. Faculty Research Seminar: Organize monthly faculty research seminars during the academic semester. Manages logistical arrangements for seminars. Departmental Room Reservation & Mail Room & Telephone Directory List Maintain the reservation Google Drive calendar for all conference rooms, is posted on Google Drive in the appropriate rooms. Update the Google Group email list when employees are hired and remove those who have been terminated. Retrieves and sorts mail from the mail room. Other duties and projects as assigned, appropriate to rank and mission

Requirements

Bachelor's degree (foreign equivalent or higher). In lieu of a Bachelor’s degree, an Associate's degree (foreign equivalent or higher) and two (2) additional years of full-time experience (as described below) may be considered.
Two (2) years of full-time administrative experience, which may include HR-related activities, including working with supervisors and employees, as well as providing counsel on, and interpretation of, policies and procedures.
Experience with Google Applications, or similar software.

Nice To Haves

Working knowledge of the differences between Research Foundation (RF) and State University of New York (State) employment.
Experience in human resources, recruiting, hiring, onboarding, training, and supporting employees.
Experience in processing and administering visa transactions.
Experience working with university electronic administration systems, such as Taleo, TMS Concur, Direct Travel, AVID, PeopleSoft, RF Report Center, Wolfmart, or other human resources systems.
Working knowledge of SUNY State, Research Foundation (RF), and/or Stony Brook Foundation (SBF) budget, personnel, and/or purchasing policies & procedures.
Experience liaising with human resources.

Responsibilities

Write/create position descriptions, devise recruitment packages, establish and charge search committees, advance and disposition candidate files through the electronic applicant system, close searches, manage offers, onboard new hires, and initiate pre-employment promptly.
Process all employment-related transactions related to existing appointments for all BCB staff, Research technicians, postdoctoral fellows, salaried and non-salaried adjuncts, volunteers, affiliates, summer project aides, and retirees.
Develop internal procedures and implement already established HR policies.
Under the direction of the BC administrator, provide guidance to faculty and staff on HR-related matters of the university, state, and/or RF policies and procedures (e.g., time and attendance rules, policies, benefit plans, and enrollment deadlines and waiting periods, payroll deadlines, direct deposit, deductions, lags, etc.).
Monitor the end dates of RF employees who are reappointed on grants for payroll purposes.
For state staff appointments to ensure permanent appointment eligibility.
Coordinate with supervisors to submit permanent appointment packages.
Under the direction of the BC administrator, ensure all performance evaluations and program documents are processed promptly and are 100%25 compliant.
Oversee the administration and maintenance of BCB personnel files.
Track and coordinate the department of human resources documentation.
Assist with new State/RF hires with information and resources to facilitate their transition into the department and campus community.
Initiate and approve BCB Visa application H1B or J1 requests for international visiting scholars, scientists, and hires.
Select proper visa types for all visitors (paid or unpaid)
Handle all administrative aspects associated with the seminar program.
Organize monthly faculty research seminars during the academic semester.
Manages logistical arrangements for seminars.
Maintain the reservation Google Drive calendar for all conference rooms, is posted on Google Drive in the appropriate rooms.
Update the Google Group email list when employees are hired and remove those who have been terminated.
Retrieves and sorts mail from the mail room.
Other duties and projects as assigned, appropriate to rank and mission