Administrative Staff Assistant I
Job description
Administrative Staff Assistant I
Bachelor's Degree (foreign equivalent or higher). In lieu of Bachelor's Degree, an Associate's Degree (foreign equivalent or higher) and two (2) years of progressively responsible administrative experience may be considered. Highly proficient professional experience in word processing, spreadsheet management, electronic messaging and internet applicants. (Microsoft Word, Excel, PowerPoint, Google Apps, etc.). Experience tracking expenditures.
Preferred Qualifications:
Bachelor’s Degree (foreign equivalent or higher) in Business Administration or related field. Advanced skills with Excel, to include pivot tables and linked worksheets. Experience with an online procurement system, such as Wolfmart. Experience with electronic reporting systems (financial and/or administrative). Experience providing administrative support in a higher education environment. Experience preparing and managing personnel transactions. Experience as an Executive Assistant. Experience in forecasting budgets. Experience with maintaining websites and social media accounts.
Brief Description of Duties:
The Administrative Staff Assistant will effectively, efficiently and independently manage a diverse set of administrative functions for a very active research group led by the Endowed Chair of Coastal Ecology and Conservation / Director for the Center for Clean Water Technology (CCWT). The ideal candidate will have strong literacy, numeracy, computer proficiency, interpersonal skills, communication skills, and organizational skills.
Please visit https://you.stonybrook.edu/goblerlab/ to learn more about the Gobler Lab.
Duties:
- Provide administrative support for The Gobler Lab to include:
- Establish and maintain administrative office procedures.
- Manage and track expenditures, for multiple sponsored research, state-funded, and philanthropic accounts (estimated expenditures of $2M to $4M per year).
- Monitor project start and end dates; proactively alert Director about required progress reports; submit requests for rebudgets and no-cost extensions.
- Maintain all funds budgets, tracking and reconciling expenditures, encumbrances and remaining balances; prepare budget projections.
- Perform data entry in MyResearch for funding proposals.
- Follow up on contract execution status with the Research Foundation and applicable funding agencies.
- Monitor personnel appointments and project start/end dates, ensure timely submission of paperwork for extensions and changes.
- Manage personnel appointments and hires to include research staff and student appointments.
- Manage and oversee undergraduate and high school volunteers.
- Oversee and ensure compliance with personnel performance materials.
- Submit and track orders through Wolfmart and Stony Brook Foundation.
- Manage social media platforms and The Gobler Laboratory website.
- Provide administrative support to the Endowed Chair / Director to include:
- Schedule and coordinate meetings, appointments, and events for both the PI associated with The Gobler Lab, the Center for Clean Water Technology, and other internal and external organizations.
- Draft and send correspondence to University and external partners regarding projects, contracts, etc. as directed.
- Assist with preparation of grants, reports, and manuscripts.
- Coordinate with other faculty, staff and students on complex projects.
- 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.
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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