Assistant Dean, Finance & Administration

Assistant Dean, Finance & Administration

Required Qualifications: (As evidenced by an attached resume)
Master's Degree (foreign equivalent or higher). Five (5) years full-time professional experience in fields of finance, accounting, auditing or project management. Proven proficiency in Microsoft Office Suite, particularly Microsoft Excel. Related experience in managing multiple budgets using advanced software applications for data and financial management. Supervisory experience.

Preferred Qualifications:
Prior administrative experience in a higher-education/academic environment. Extensive understanding of the financial rules and regulations surrounding a higher-education/academic environment. Understanding of the financial rules and regulations within the SUNY system. Familiarity with graduate education administration. Experience interacting with university administration, faculty and staff.

Brief Description of Duties:
Under the supervision of and in consultation with the Dean of the Graduate School, the Assistant Dean is responsible for the administration of finance and management matters affecting the Graduate School. Much of this responsibility is defined by SUNY and Stony Brook policies and procedures. The position deals with finance and budget, human resources staff management, graduate student tuition scholarships, graduate student services, and graduate student support initiatives. The incumbent is expected to work independently but effectively with both campus and off-campus constituencies in connection with Graduate School fiscal administration and graduate student support. The incumbent will have experience working with and maintaining confidential information, and experience working successfully as part of a team as well as independently with a collaborative approach to problem solving. The incumbent will also have experience multi-tasking under strict deadlines with a high degree of accuracy, and exceptional communication skills (verbal, written and interpersonal).

Duties:
Financial Management & Budget

• Manage annual budget (operating, special purpose and RF grants) of the Graduate School. Graduate School funding is comprised of state operating, IFR, RF, IDC and SBF monies. Keep the Dean, Office of the Provost, University administrative offices, staff and participating academic departments up-to-date with accurate information for planning and operating needs.
• Supervise procurement activities and approve transactions to ensure expenditures are properly recorded.
• Supervise all facets of the Graduate School budget preparation, control and maintenance. Prepare and assist in the preparation of the annual budget request for the Graduate School using the Campus Budget Module. Lead and manage all Grad School functions associated with budget development and performance projections. Analyze actual performance against budget. Develop long-term planning including proposed additions/cuts to the budget, and the reallocation of resources based on changing priorities and campus budget conditions. Prepare forecasts and year-end projections of the academic budget for the Dean and Office of the Provost, and ensure that funding is allocated according to strategic planning objectives.
• Work with the Dean to establish long-range budget planning. Monitor revenues and expenditures for IFR accounts in order to determine appropriateness of current rates.
• Identify budget rollovers with Provost Office at midyear and year-end close-out.
• Provide and track Grad School commitments and cost sharing arrangements.

HR Staff Management

• Oversee the human resource function for the Graduate School staff to ensure that staff personnel transactions, including appointments, terminations, leaves, salary changes, equity reviews, disciplinary actions, promotions, and permanent appointment, are accurate and submitted on time. Oversee all job searches and related EEO/Diversity paperwork for interview (ensuring guidelines and correct procedures are being followed) and new hire offer process.

Tuition Scholarships

• Manage graduate tuition and broad-based fee scholarships totaling $29M per year. Monitor department level scholarship allocations. Disseminate policies, procedures and funding of over 2,000 student tuition scholarships each semester. Involves significant interaction with the offices of Financial Aid, Student Financial Services, Graduate Student Services, and Accounting/Budget.

Backstopping

• Coordinate the Graduate School recruitment initiative locally identified as “backstopping." This involves a thorough understanding of doctoral funding scenarios and consultation with each chair and GPD at which point the Assistant Dean will establish the number of offers of admission with support that a program may make and monitor progress. Oversee the Graduate School’s allocation of recruitment and continuing TA lines. Calculate and track offer ratios annually. Monitor and report doctoral enrollment results by creating, modifying and utilizing query functions within the SBU Data Warehouse, Peoplesoft and the online application system (SLATE). Includes managing science and growth line funding to eligible graduate programs on an annual basis.

Fellowship/Awards Administration

• Manage the Graduate Council Fellowship (GCF), and Graduate Awards which involves the implementation, coordination, and facilitation of the call for nominations, nomination processes, selection committee and financial award processing. Prepare documents and lead discussion for the Committee to vet nominations to determine winners. Communicate offers and results to students and departments. Ensure current and new GCF fellowships are processed accurately and timely.
• Perform all administrative and financial responsibilities associated with the role as NSF GRFP Coordinating Official. This involves using the GRFP Module and myResearch to submit and verify reporting. Act as point of contact with Fellows- facilitate appointment stipends and cost of education allowances through Payroll/ Procurement.

Tuition on Research Grants

• Manage the revenue stream associated with the Provost’s policy that charges a portion of graduate tuition to research grants. Manage the return of revenue back to the graduate programs annually.
• Coordinate policy implementation and oversee waiver provisions in consultation with OVPR administrators.

Department Liaison

• Provide day-to-day policy advice, operational information data and guidance to students, faculty, graduate program directors, department chairpersons, and administrators via phone and written/electronic communication as required. The Assistant Dean often represents the Dean of the Graduate School at on-campus and off-campus meetings related to finance and administration.

Supervision

• Provide leadership and directly supervise 2 staff members.

Facilities Management

• Work with campus offices (facilities, building manager, property control, housekeeping, DoIT, etc) to resolve facility issues (technical troubleshooting, recycling, lighting, general office maintenance). Coordinate DoIT client support contract and services. Project lead for all major furniture renovations/ office moves; coordinating with Campus Planning, DoIT, Facilities and vendors. Coordinate with the University and Grad School areas to create and implement a long-term effective use for space and facilities.

Event Management

• Responsible for the overall planning of Grad School events, such as the Graduate Awards Ceremony, Doctoral Hooding Ceremony and reception, and the Graduate Program Directors Retreat.

• Other duties or projects as assigned as appropriate to rank and departmental mission.

Special Notes:
The Research Foundation of SUNY is a private educational corporation. Employment is subject to the Research Foundation policies and procedures, sponsor guidelines and the availability of funding. 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.

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