Senior Staff Assistant

Required Qualifications (as evidenced by an attached resume):

Bachelor's Degree (foreign equivalent or higher) and three [3] years of full-time administrative experience. In lieu of a Bachelor's degree and 3 years of full-time experience, an Associate's degree and five [5] years full-time administrative experience may be considered. Proficiency in using Microsoft Office Suite and internet applications.

Preferred Qualifications:

Additional years of full-time administrative experience in an academic and/or research administration environment. Working knowledge of SUNY and/or SBU policies, practices and procedures. Experience in administrative support of university students, postdocs and/or faculty. Experience with pre- and post-award grant management. Experience with procurement, budget and HR processes and related electronic procurement, budget and grant management systems (i.e. Wolfmart, Concur, Taleo, AccessVis, myResearch, Grants.gov, Resarch.gov, etc.).

Brief Description of Duties:

The Senior Staff Assistant will collaboratively work with a second staff administrator in both the Center for Nuclear Theory (CNT) and the Center for Frontiers in Nuclear Science (CFNS) housed under the umbrella of the Department of Physics and Astronomy. The incumbent will manage jointly the day-to-day operations of the CNT Office, the Co-Design Center for Quantum Advantage (C2QA) Office and the CFNS Office, support the activities of diverse staff and faculty members of the Centers and their respective directors and serve as primary resource to all. While the duties of this position are varied, and require working with parties and agencies both on and off campus, all contribute directly to the research, academic and training mission of CNT and CFNS. As such the incumbent will with minimal supervision administer funds from various State and Federal sources to meet respective project goals while assuring compliance with all Research Foundation, University, State and Federal policies and regulations. As one of the primary contacts for the Centers, excellent interpersonal skills, judgment and tact in dealing with professionals at all levels is required as is the ability to work independently and collaboratively and to prioritize work.

• Responsibility for all administrative matters for the Center for Frontiers in Nuclear Science (CFNS), Center for Nuclear Theory (CNT) and Co-Design Center for Quantum Advantage (C2QA). Serve as liaison between various administrative offices including Human Resources, Procurement, CAS/Provost, Office of the Vice President for Research, and keep up to date on all administrative training necessary to maximize performance.
• Develop, prepare and monitor all State, Research Foundation and Stony Brook Foundation budgets for CFNS, CNT and C2QA. Monitor all expenditures and maintenance of all financial accounts, records and annual reports including philanthropy activity. Maintain detailed and accurate records of revenue and expenses and project all short-term and long-term financial needs of the CNT, CFNS, and C2QA. Make spending decisions independently, and advise the Center Directors on all budgetary matters as needed.
• Lead, coordinate and organize conferences/seminars/workshops for the CFNS, CNT and C2QA including housing reservations. Arrange for foreign and domestic travel for faculty, students, seminar speakers and collaborators including travel permissions and reimbursements.
• Work with principal investigators/faculty and assist in preparing and timely submission of multiple grant proposals for the Dept. Of Energy, National Science Foundation and other agencies. In addition, post-award grants management for multiple funded awards with excess of 900K using RF Report Center.
• Responsible for carrying out appointment recommendations for all personnel from recruitment to termination for all students, Postdocs, fellowships, Visiting Faculty or Non-salaried, Research Scientists, and any other temporary staff. Also responsible for preparing payroll, appointments, office space, and time sheets for undergraduate and masters students. Resolve promptly and efficiently all problems or discrepancies
• Arrange and coordinate all visa and immigration related needs for visitors, personnel, speakers and collaborators for the CFNS, CNT and C2QA. File all related paperwork on AccessVIS for VISA requirements.
• Monitor, update and assure the CFNS, CNT and C2QA websites have current information on the OMNI CMS server.
• Independently monitor, review and approve all purchase requisitions for the CFNS, CNT and C2QA. Manage all blanket POs and vendor contracts.
• Other duties or projects as assigned as appropriate to rank and departmental mission.

Special Notes:

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.

In addition to the employee's base salary, this position is eligible for $3,026 UUP annual location pay, paid biweekly.

THE FOLLOWING PARAGRAPH ONLY APPLIES TO POSITIONS THAT MAY COME IN CONTACT WITH PATIENTS OR PATIENT CARE EMPLOYEES.

In accordance with federal and state regulations that all hospitals and nursing homes require personnel to be vaccinated against COVID-19, candidates who are not already fully vaccinated must obtain the first dose of a COVID-19 vaccine within three (3) calendar days of acceptance of a conditional job offer and must obtain any subsequent doses in accordance with that particular vaccine manufacturer's protocol. Candidates who are partially vaccinated, but not yet fully vaccinated, must complete their vaccination series within three (3) calendar days of a job offer or in accordance with that particular vaccine manufacturer's protocol, whichever comes later.

The state regulation also includes those who may be affiliated with or interact with employees of a hospital or nursing home. The regulations allow for limited exemptions with reasonable accommodations, consistent with applicable law.

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.

If you need a disability-related accommodation, please call the university Office of Equity and Access (OEA) at (631) 632-6280 or visit OEA.

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