Campus Description: Stony Brook University, home to many highly ranked graduate research programs, is located 60 miles from New York City on Long Island's scenic North Shore. Our 1,100-acre campus is home to 24,000 undergraduate, graduate, and doctoral students and more than 13,500 faculty and staff. The University is a member of the prestigious Association of American Universities and co-manager of nearby Brookhaven National Laboratory, a multidisciplinary research laboratory supporting world class scientific programs utilizing state-of-the-art facilities. Stony Brook Medicine is Suffolk County's only academic medical center and tertiary care provider. Many opportunities exist for collaborative research, and in some cases, joint appointments with BNL or with Medical School departments.

Budget Title: same as above

Reference Number: WC-S-8009-13-07-S

Department: Provost Office

Salary: $50, 000 - $55, 000

Grade: SL-3

State Line#: 33148

Campus: Stony Brook West Campus/HSC


Required Qualifications: Bachelor's Degree. In lieu of degree, an associates degree and two years of directly related full time experience may be considered. Three years of related full time administrative experience in a college or university. Excellent computer skills to include MicroSoft Word, Excel and PowerPoint. Experience with PeopleSoft for HR. Experience interacting with all levels of an academic organization. Experience in drafting correspondence and mail merge for high level academic administrators. Experience with electronic calendar management. Experience reconciling budgets. Excellent verbal and written communication skills (to be determined by cover letter and interview) and be able to work on multiple projects simultaneously. Ability to work independently and as part of a support team. Experience meeting deadlines.
Preferred Qualifications: Master's Degree. Knowledge of hiring faculty and staff, space, finance, diversity and global affairs. Experience with Google Apps and SOLAR. Knowledge of SUNY Policies and procedures including promotions, tenure and Permanent Appointments.

Brief Description of Duties: The Senior Staff Assistant provides a broad range of professional administrative support to the Assistant and Associate Provosts. The incumbent makes independent decisions, multitasks and manages projects simultaneously by setting priorities and accomplishing work goals. The selected candidate will:

• Review personnel packages for completeness of letters of offer or appointments, personnel file materials and other elements of both Faculty andNon-Faculty recruitment packages for signature by the Assistant Provost. Review appointments/reappointment and visa applications for faculty and staff, as well as other confidential and sensitive paperwork including recruitment packages, legal, and/or grievance processes for the Assistant Provost’s endorsement/approval. When needed, support senior level recruitment/searches, arrange interviews, search committee schedules, and prepares close-out documents.
• Create templates for offer letters, leaves, promotions, salary increases, and terminations for both faculty and non- teaching (NTP) professionals. Incumbent must determine prior service for new faculty; understand all related contractual obligations, and create/maintain database of confidential leave information.
• Sole responsibility for Service Awards: Determine eligibility of candidates to be nominated for the Distinguished Service Professorships, distinguished Teaching Professorships, and Chancellor’s Excellence Awards, and communicate with SUNY for clarification of requirements, when necessary. Provide administrative support to the Committees, which includes review (including grammatical review of the supporting documentation); submit applications for Committee review and is responsible for determining and following up on all appropriate files to be sent to SUNY for approval. Be deadline driven and will be responsible to track and meet all related deadlines without supervisor's intervention. Be responsible for managing and maintenance of database
• Serves as an initial point of contact for the Assistant Provost and other executives assigned in the Provost's Office: This includes addressing critical incoming inquiries, and responding to sensitive matters. Alert appropriate senior staff when higher level attention is required. Incumbent must demonstrate professional judgment at all times and be prepared for urgent situations on a regular basis. Will be responsible to resolve sensitive issues withor without intervention by the Assistant/Associate Provosts, as well as understanding and prioritizing items that need higher level intervention. Investigate matters thoroughly and propose solutions or refer to other Campus resources as appropriate. Respond to general inquiries made to the Provost Office.
• Maintain calendars for Assistant/Associate Provosts, which includes scheduling appointments/meetings and alerting the appropriate party of any changes to scheduled meetings. Supply materials and conduct research in preparation for these meetings. Coordinate logistics (facilities, catering, etc.) for events led by the Assistant/Associate Provost. Coordinate the use of the Provost Conference room, which is often in high demand. Must determine priority, and appropriateness of the requests. Prepare reports as requested for the Assistant/Associate Provosts using office software.
• Independently performs other duties as required to ensure efficient operation and management of the office and all the programs under its purview. Troubleshoot with other departments, as needed to ensure safe and orderly office operations. Meet regularly with the Assistant/Associate Provost(s) to inform and/or review progress in all office matters, as needed.
• Prepare all confidential correspondence as well as documents and reports. Research background and documentation as required. Edit, and prepare for signature on any Assistant Provost correspondence, reports, etc. Exercise own discretion and judgment with daily assignments.
• Fiscal administration includes responsibility for purchasing, monitoring and reimbursement tracking for the Provost Office. Responsible to maintain the AMEX procurement card and justify all expenditures. Handle travel arrangements which includes: making conference reservations, checking airline times with availability, research hotel availability/price, print boarding passes, prepare complete itinerary, track expenditures, and submit documents for reimbursement. Maintain databases of program operational account expenditures and account reconciliation. Maintain records of problem resolution for auditing and tracking purposes.
• Other duties as assigned, as appropriate to grade/rank and departmental mission.

Special Notes: This is a full time appointment, Monday through Friday, 8:30 a.m. to 5:00 p.m. FLSA Nonexempt position, eligible for the overtime provisions of the FLSA. Internal and external search to occur simultaneously.

Essential Position: This has been designated as an essential position based on the duties of the job and the functions performed. Positions that are designated as such are required to report to work/remain at work even if classes are cancelled, and the campus is working on limited operations in an emergency.

The selected candidate must successfully clear a background investigation.

Application Procedure: Those interested in this position should submit a State employment application, cover letter and resume to:

Marsha Pollard
Provost Office
407 Administration Building
Stony Brook University
Stony Brook, NY 11794-1401
Fax#: (631) 632-7112

Job Category: B) Administrative and Professional Positions (excluding teaching and patient/clinical care).

Posting Date: 07/14/2013

Applications for this position must be received, as specified in the Application Procedure Section, no later than 5:00 PM Eastern Time on 07/26/2013, unless specifically noted otherwise in the Special Notes Section.



Additional Categories:

STONY BROOK UNIVERSITY IS AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER AND EDUCATOR.
IF YOU NEED A DISABILITY-RELATED ACCOMMODATION, PLEASE CALL THE UNIVERSITY HUMAN RESOURCE SERVICES DEPARTMENT AT (631) 632-6161 OR THE UNIVERSITY HOSPITAL HUMAN RESOURCES DEPARTMENT AT (631) 444-4700.
IN ACCORDANCE WITH THE TITLE II CRIME AWARENESS AND SECURITY ACT, A COPY OF OUR CRIME STATISTICS IS AVAILABLE UPON REQUEST BY CALLING (631) 632-6350. IT CAN ALSO BE VIEWED ON-LINE AT THE UNIVERSITY POLICE WEBSITE AT http://www.stonybrook.edu/police
 

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PI63662959