Administrative Staff Assistant I

Required Qualifications (as evidenced by an attached resume):
Bachelor's degree (foreign equivalent or higher). In lieu of a Bachelor’s degree, four (4) years of full-time administrative experience, or a combination of education and experience totaling four (4) years may be considered. Two (2) years of full-time, progressively responsible administrative experience to include budget analysis and coordination. Computer proficiency in word processing, spreadsheets, internet search, and data management software.

Preferred Qualifications:
Master’s degree (foreign equivalent or higher). Four (4) years of full-time, progressively responsible administrative experience in the executive office to include budget analysis and coordination. Federal grant experience. Experience with grant/research databases i.e. NIH, NSF, ORACLE, PUBMED. Familiarity with University policies and procedures. Strategic planning and budget development experience. Proficiency with PowerPoint, Adobe Photoshop and Excel. SUNY/Stony Brook University experience.

Brief Description of Duties:
The incumbent will serve in a dual role, supporting the Director of the Laboratory of Chemical Biology in the Department of Pharmacological Sciences including being administrator for the Grollman Gombo Scholarship and the Laufer Center Executive committees. Secondly, working closely with administrative staff in Pharmacology on seminars, invited speakers and all services associated with visitors. The successful incumbent must have excellent interpersonal, communication (both written and verbal) and organizational skills. The ability to research, analyze and solve problems is essential for the Administrative Staff Assistant I.

Administrative Responsibilities:

• Prepare manuscripts for publications and slides for lectures using specific material. Gather research references and material from multiple sources (library, online) to support the Director's national responsibilities including manuscript reviews for scientific journals.
  Confer and oversee the analyses and selection of software programs, prepare PowerPoint presentations, create new images and electronic submission of grants.
  Work with outside institutions and collaborators regarding grants, manuscripts and other research matters.
  Work with internal departments including Grants Management and Sponsored Programs with regard to proposals, incoming funds and subcontracts.
  Review, approve, and maintain service maintenance agreements for laboratory equipment
  Oversee and perform administrative tasks such as maintaining the Director’s calendar, organizing conferences and making travel arrangements.
• Direct and respond to all correspondence including emails and phone inquiries.
  Maintain pertinent files of confidential records, reports and correspondence required for reference and efficient operation of the Laboratory of Chemical Biology (LCB).
  Order laboratory and office supplies as needed.
  Assist in troubleshooting issues with software, zoom connections, copier malfunctions and the like (with assistance from IT when needed).

Budget and Finance:

• Manage all administrative duties related to the laboratory’s accounts; monitor and report on all expenditures related to this account.
• Approve invoices for payment.
• Compile budget data and monitor all laboratory expenditures.
• Review and evaluate monthly ledgers for accuracy, compliance and appropriateness.
  Manage and coordinate the preparation of new grant proposals in compliance with funding agency policy by interpreting policies and procedures to ensure agreement with sponsors.
• Reconcile and process monthly credit card statements for the Director
• Prepare and coordinate reimbursements and honorariums.
• Administrative Coordination for the Laboratory of Chemical Biology (15%) Essential
  Responsible for all procedures involving the coordination of recruitment of staff within the laboratory.
• Prepare and process all payroll paperwork for laboratory staff on a timely basis.
• Handle all VISA preparations for international staff.
• Review, approve and submit timesheets for all part-time employees.
• Function as the laboratory’s administrative contact, troubleshooting issues and queries as they arise.
• Liaise between the Grollman-Gombo scholarship recipient, Student Accounts and Stony Brook Foundation’s accounting department for processing tuition scholarship related issues as well as housing, books and meals.
  
• Coordinate all seminars for the Department of Pharmacology including advertising, speakers, finances, applications and acceptances.
• Other duties as assigned.

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.

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

In response to the New York State Department of Health (DOH) regulation requiring Hospital and Nursing Home personnel to be fully vaccinated against COVID-19, candidates selected for patient care positions or positions that may come in contact with patients or patient care employees, if not already vaccinated, must be fully vaccinated or obtain the first dose of the vaccine within three (3) calendar days of acceptance of conditional job offer and must obtain any subsequent doses in accordance with the DOH vaccine protocol. Candidates who are partially vaccinated, but not yet fully vaccinated, must complete their vaccination series within three (3) calendar days of job offer or in accordance with vaccine manufacture protocol, whichever comes later. The regulation also allows 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.

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