Senior Staff Assistant

Stony Brook University•Stony Brook, NY

59d

About The Position

Stony Brook University's Department of Biochemistry and Cell Biology (BCB), situated within the College of Arts and Sciences (CAS), is seeking a Departmental Administrator and Grants Manager to report to and collaborate closely with the BCB departmental administrator and Chair. This high-volume and multi-dimensional role will involve managing the administration of two critical components of BCB administration: Grants & Proposals Management and Departmental Administrative processes, including Tenure Processes and Faculty Recruitment. The position will necessitate collaboration with offices of both the CAS and SOM Deans. The incumbent facilitates all faculty grant submissions (through MyResearch and sponsor systems) and associated efforts, working with Principal Investigators, collaborators, and sponsors to ensure effective and efficient administrative support is provided to advance the research missions of BCB. This position requires a skilled professional who demonstrates a high level of independence and sensitivity regarding all personnel and budgetary matters and the ability to maintain strict confidentiality. The ideal candidate will have the ability to work collaboratively in a team environment and must be accustomed to meeting deadlines. The selected candidate will use sound judgment in making decisions with a focus on providing excellent customer service. To be successful in this position, the incumbent will need to be a self-starter with an ability to make independent decisions that adhere to applicable management standards and expectations in a fast-paced, high-volume environment. Outstanding organizational skills and exceptional attention to detail are essential for success in this role, as they are needed to effectively and independently administer the day-to-day workflow required. An ideal candidate will have proficiency in managing projects and tasks from inception to completion. The ideal candidate will also have exceptional interpersonal and problem-solving skills, along with the ability to adapt to a changing work environment.

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 administrative experience may be considered.
Three (3) years of full-time administrative experience.
Grant management experience.
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 with grant proposal processes and grant administration.
Experience working on complex research applications activities experience using electronic pre- and post-award systems such as Grants.gov, NIH ASSIST, and NSF Fastlane/Research.gov.
Experience developing or analyzing grant budgets and managing grant application processes.
Customer service experience in a government, non-profit, or academic setting, including working with supervisors and employees as well as providing counsel on, and interpretation of, policies and procedures multiple levels of authority.
Experience administering promotion and tenure processes in accordance with institutional policies and procedures.
Experience coordinating faculty recruitment processes across multiple academic departments or colleges.
Experience supporting a graduate-level program in a college/university.

Responsibilities

Ensures compliance with PTC guidelines and deadlines.
Processes promotions and continuing appointment files via Interfolio.
Manages sabbatical requests in consultation with department chair.
Coordinates new faculty searches from initiation to hire. Works with the search committee chair to develop and manage candidates' itineraries, including travel arrangements and reimbursements.
Interprets and communicates university and departmental policies and procedures related to faculty recruitment.
Directly support faculty with proposal preparation, renewals, and submission to various sponsor agencies. Serve as the primary Departmental liaison with the Office of the Vice President for Research for matters related to BCB Research applications and contract/grants, which can often be complex.
Help with the preparation of and coordination of proposal submissions: interpret and comply with sponsor guidelines while working with BCB faculty collaborators and the Office of Sponsored Programs to compile the necessary documents for a competitive proposal.
Highlight important and/or unusual qualifying/disqualifying points of RFP/solicitations, develop submission timetables, schedule meetings with research teams, develop budgets and supportive budget justifications, and provide formatting assistance when possible.
Coordinate proposal components so that submissions are timely.
Work closely with faculty PI and collaborators to assemble all materials using official sponsor package (e.g., NSF Fastlane, Grants.Gov, etc.), ensuring compliance with all SBU, state, and federal regulations and adhering to formatting requirements.
Set up the MyResearch application for university routing/approval of the proposal, ensuring the required components are included before submission. Submit proposals through the university system, and subsequently through sponsor systems, ensuring error-free acceptance by established deadlines.
Train faculty on proposal submission systems and associated needs (budget preparation, following RFP requirements, etc.).
RF Report Center for approaching term dates on projects/awards. Communicate with the research team to ensure that No-Cost Extensions (NCE), budget reallocation/revision requests, and other administrative actions requiring sponsor approval are applied for in a timely manner.
Guide to ensure compliance with university financial policies, sponsor proposal requirements, and applicable laws, policies, and procedures. Evaluate and recommend operational efficiencies and improvements to business processes.
Manages and coordinates all aspects of the BCB MS admission process
Maintain accurate, up-to-date student databases.
Oversee the application review process using the SLATE system
Processes admissions offers and denials
Monitoring student progress to ensure compliance with academic standards, visa and administrative deadlines.
Creates and produces the annual departmental newsletter.
Collect and compile content from faculty, program directors, and department chairs.
Updates to the departmental website when needed.
Other duties and projects as assigned, appropriate to rank and mission.