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About the Role

The Department Administrator is critical to the core research objectives, academic mission, and overall excellence of the Department. This role involves extensive responsibilities in Budget and Fiscal Management, HR Management and Supervision, Grant Administration, and administrative support to the Chair, faculty, and staff, requiring a high degree of autonomy on complex tasks. The Administrator acts as the primary liaison to various high-level offices, and excellent organizational, time-management, and interpersonal skills are essential.

Responsibilities

Provide leadership in managing all administrative aspects of running the Department, including operational and strategic planning, fiscal management, and academic/administrative oversight of facilities, equipment, and personnel.
Educate and assist faculty, staff, and students in navigating University and RSOM regulations, policies, and procedures.
Advise and assist faculty with pre- and post-award grant preparation and administration, and supervise grants management.
Maintain close communication with and provide assistance to the Chair on budget, financial matters, grant administration, personnel issues, faculty promotion and tenure, and School of Medicine and University requests and regulations.
Serve as liaison and face of the Department between various administrative offices and units across the University and RSOM.
Assist in the supervision of the administrative staff for the Medical Science Training Program (MSTP).
Manage all fiscal operations for the Department of Pharmacological Sciences from various funding sources.
Develop budget proposals, policies, and fiscal guidelines that support Department goals and growth.
Determine, monitor, and control expenditures required to manage the operational, research, and personnel expenses of the department, ensuring deadlines are met.
Track start-up funds and assist faculty with research award budget management.
Monitor and track allocations to ensure proper and accurate administration.
Resolve account discrepancies independently, working with various campus offices.
Maintain detailed and accurate records of revenues and expenses, and make projections of financial needs.
Troubleshoot problems and questions concerning Department and University/RSOM policies and procedures, ensuring compliance with all State and Federal regulations.
Manage revenue and oversee monthly invoicing for ilab, IFRs, Core facilities, and several T32 training grants.
Serve as liaison with university comptrollers, grants, accounting, governmental agencies, and foundations.
Provide oversight for management of Departmental shared equipment, including contract agreements, renewal dates, costs, and repairs.
Coordinate acquisition of new equipment and supplies required for research and teaching.
Advise and assist principal investigators with grant submissions, preparation of grant packages, and development of proposal budgets.
Assist faculty in monitoring research budgets and preparing financial analysis, offering advice on such matters.
Assure compliance with sponsoring agencies and keep faculty informed of regulations and deadlines.
Track Departmental research grant activity.
Certify effort and cost sharing of faculty and research personnel for accuracy and compliance.
Identify salary offset funds and transactions.
Prepare financial and productivity reports related to research grant proposals and grant awards for the Dean’s office.
Maintain a database with information on current faculty research awards.
Keep faculty informed of upgrades in electronic grant submissions.
Represent the Department on the Department Administrator Committee (DAC).
Review and approve grant proposals to ensure departmental and RSOM policies are met.
Review and approve compliance requests to ensure faculty and laboratories are meeting rules.
Liaison with Sponsored Programs and Grants Management.
Responsible for HR and personnel-related activities for the Department, ensuring sufficient salary budget allotment for employees.
Oversee and administer personnel transactions such as appointments, renewals, promotions, changes, salary increases, and terminations.
Develop and submit position descriptions and recruitment plans for new faculty and staff.
Provide support to and serve on Department search committees and assist with faculty recruitment efforts.
Oversee and lead direct reports, including recruiting, hiring, setting objectives, workload distribution, personnel issues, annual performance programs/evaluations, counseling, approval for time off, and staff professional development.
Find opportunities for team training and skills advancement.
Provide directions for team members, coordinate projects, and update the staff.
Meet weekly to ensure essential duties are being met.
Oversee and lead the IT Director and Facilities Manager in repairs and changes.
Supervision of non-faculty personnel administration, including work study students.
Responsible for the development, review, and continuing evaluation of all office procedures and recommend appropriate operational improvements.
Serve on the Finance Committee, Space Committee, Diversity Committee, and any other committee as appropriate and assigned.
Participate in University test projects for implementing new systems.
Assist in the development of budget and operational policies in consultation with Chair and Finance Committee and communicate with Department members.
Attend all faculty meetings.
Prepare special correspondence and reports for the Department and University/RSOM offices.
Liaison with internal/external departments.
Collaborate with faculty and staff regarding problem resolution and provide support in implementing content.
Ensure smooth administrative workflow throughout the Department and promote employee team effort.
Perform other duties or projects as assigned.

Requirements

Bachelor's degree (foreign equivalent or higher).
Five (5) years of full-time administrative experience.
Experience managing major aspects of business, budget, and/or human resources operations.
Experience with submission and/or management of research grant applications.
Experience managing projects.
Budget management experience.
Staff oversight and supervisory experience.
Resume/CV and cover letter should be included with the online application.

Skills

Organizational skills
Time-management skills
Interpersonal skills

Location

Stony Brook University

Work Type

Full-time
Onsite

Experience Level

Five (5) years of full-time administrative experience
Six (6) or more years of full-time administrative experience

Education Level

Bachelor's degree (foreign equivalent or higher)
Master's degree (foreign equivalent or higher) in Business, Higher Education Administration, or a related field

Salary/Compensations

Minimum salary threshold must be met to maintain FLSA exemption.

Benefits

Total rewards

About the Company

The Research Foundation of SUNY is a private educational corporation.
SUNY Research Foundation: A Great Place to Work.

Equal Opportunity

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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