Stony Brook University’s School of Marine and Atmospheric Sciences and College of Engineering and Applied Sciences seeks a Center Administrator for the newly established Center for Clean Water Technology. This position will directly serve an Associate Director and two faculty Co-Directors in addition to working with project directors, postdocs, and graduate students. The Center operates in close cooperation with the New York State Department of Environmental Conservation (NYS DEC), the Town of Southampton, and Suffolk County. This position will also serve as liaison to the NYS DEC program managers, citizen groups, and public officials.
As a skilled administrator with a broad range of experience, including human resources, budgeting, and research administration, the Center Administrator will manage and administer multi-million dollar funding from diverse sources to fulfill project goals while complying with all University, State, and Federal policies. Due to the nature of the research, which involves collaboration with non-university units, the incumbent must exercise excellent judgment in managing and advising faculty, staff, and students in their efforts and serve as a resource to all grant-funded personnel regarding compliance.
SPECIAL NOTES: This position will have two official reporting stations: The School of Marine and Atmospheric Sciences (SoMAS) located both in Southampton and at Stony Brook’s main campus, and the College of Engineering and Applied Sciences (CEAS) located at Stony Brook’s main campus. This position is temporary. And, with anticipated continued funding from NYS DEC, will soon transition from State into a Research Foundation (Administrative Staff Assistant III) position. This is a full time appointment. FLSA Exempt position, not eligible for the overtime provisions of the FLSA.
Required /Qualifications: (Evidenced by an attached resume)
Bachelor’s Degree. In lieu of the Bachelor’s Degree, an Associate’s degree and two [2] years of full-time administrative experience may be considered. Three [3] years of full-time administrative experience, preferably in an academic or Higher Education environment. Two [2] years of full-time experience managing financial accounts, preferably in an academic or Higher Education environment. Experience with Microsoft Word and Excel. Program/Project management experience. Experience interacting with senior level administrators. Excellent interpersonal skills. Exceptional problem-solving skills.
Preferred Qualifications:
Additional years of administrative experience in an academic or Higher Education environment. Three [3] or more years of experience managing research grants at a university. Additional years of experience omanaging financial accounts in an academic or Higher Education environment. Two [2] or more years of experience managing university state-purpose accounts. Previous experience managing MOU funded projects. Highly advanced Microsoft Excel experience to include formulas, pivot tables and spreadsheet management skills. Previous experience with state procurement. Previous experience managing personnel recruitment efforts. Student employment processing experience. Experience working with PeopleSoft (CBM and HRS). Previous experience with SUNY SMRT and/or SUNY BI. Previous experience with SBU Reporting. Special event coordination experience.
Grants/Accounts Administration and Compliance:
- Create and provide direct hands-on management of all Center accounts of any type (state/IFR, Research Foundation, FSA/SBF). Serve as the key point of contact and primary “Center” award administrator for the main CCWT award from NYS DEC once awarded through the Research Foundation. Set up all authorized approvers and signatories for all accounts, projects, and tasks. Monitor and track allocations to ensure proper and accurate administration of accounts. Work independently to resolve account discrepancies, working with various campus offices such as Procurement and Accounts Payable, Accounting, SBF Accounts Payable, Grants Management, Sponsored Programs, etc.).
- Under the direction of the Associate Director, plan and project budget to meet all sponsor requirements and campus needs (including CBM). Prepare journal transfers, accounting transfers, and account summaries. Provide information to management team, University offices, and sponsors, as required. Ensure DEC is invoiced in accordance with MOU requirements. Provide advice regarding proper funding use to Center management team and Center faculty.
- Handle all requisitioning/procurement for the Center, ensuring proper allocation of expenditures to proper (sub) accounts, projects, and tasks. Track equipment purchases for inventory control.
- Assist with pre- (COEUS and its successor program, including budget and justification and sponsor forms creation) and post-award grants management including submission, tracking, subcontract and on-campus budgets for all awards funding the Center.
MOU Management:
- Play an integral role in the establishment and negotiation (renegotiation) of the MOU between NYS DEC and SBU. Ensure CCWT interests are protected and well-represented, and that CCWT management team is kept apprised of all pertinent issues.
- Establish IFR accounts and sub-accounts for the MOU project tasks; set up authorized approvers and signatories for each. Handle procurement and assignment of costs to appropriate tasks. Establish, maintain and track project work plans/deliverables schedules for each task manager, and solicit deliverables according to those schedules for submission to NYS DEC based on due date.
- Download expenditure information and invoice NYS DEC based on MOU requirements. Monitor actual expenses against budget for each project. Work with project teams and sponsor to request budget modifications when necessary.
Support to Associate Director and Management Team:
- Provide principal administrative support for the Center Associate Director and Faculty Co-Directors. Assist the Center management team in numerous aspects of their duties including the organizing, scheduling, and preparation for meetings and conferences. Manage the Associate Director’s schedule and serve as the primary liaison between faculty, administrators and students within the Center as well as outside of the University. Determine the Associate Director’s priorities in terms of calendar management, scheduling of meetings and conferences as well as other special events. Arrange conference calls, manage email distribution lists, etc.
- Plan, coordinate, and attend meetings for high-ranking personnel from business/industry, sponsoring agencies, members of the University community, NGOs, and elected officials. Consult with the Center management team to determine and develop appropriate meeting agendas. Research, gather and organize materials for meetings. As required, investigate issues raised at meetings and follow-up as appropriate. Make necessary domestic and international travel and accommodations as requested, and prepare travel reimbursement vouchers.
- Draft correspondence as directed by Center management team. Keep well informed on new or changing information (budget, grants, and human resources matters). Educate and assist faculty, staff and students in navigating University regulations, any and all policies and procedures in a variety of areas (e.g., travel, reimbursement of expenses, procurement and grants transactions).
Human Resources:
- Prepare all paperwork for personnel transactions (appointments, reappointments, recruitments, and terminations). This includes staff performance programs and evaluations, all student employment for the Center, summer project aides and other temporary workers, and faculty summer appointments.
- Prepare visa applications material for faculty, visitors, postdocs and students as needed. Educate and assist faculty, staff and students in navigating University regulations and policies in areas related to human resources and payroll matters.
- Supervise Student Interns, and lend assistance to any additional staff assigned to the Center.
Other duties or projects as assigned as appropriate to rank and departmental mission.
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Current Stony Brook University employees: please use the internal job site to apply and click Jobs to find the position “Center Administrator.”
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, including those employed at Stony Brook Medicine, Suffolk County’s only academic medical center and tertiary care provider. The University is a member of the prestigious Association of American Universities and co-manager of nearby Brookhaven National Laboratory (BNL), a multidisciplinary research laboratory supporting world class scientific programs utilizing state-of-the-art facilities such as the Relativistic Heavy Ion Collider, the National Synchrotron Light Source, and the Center for Functional Nanomaterials, and the New York Blue IBM BG/L+P supercomputer, owned by Stony Brook and managed by BNL. Stony Brook is a partner in managing the Laboratory for the Department of Energy, and is the largest institutional scientific user of BNL facilities. As such, many opportunities exist for collaborative research, and in some cases, joint appointments can be arranged.
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