Department Administrator

Project Administrative Officer

Department Administrator

Required Qualifications (as evidenced by an attached resume):
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.

Preferred Qualifications:

Master's degree (foreign equivalent or higher) in Business, Higher Education Administration, or a related field. Six (6) or more years of full-time administrative experience. Knowledge of SUNY State, Research Foundation (RF), and Stony Brook Foundation (SBF) budget, personnel, and purchasing policies & procedures. Familiarity with Renaissance School of Medicine (RSOM) practices and procedures.

Brief Description of Duties:
The Department Administrator is critical to the core research objectives, academic mission, and overall excellence of the Department. The responsibilities of this position are wide in scope and include Budget and Fiscal Management, HR Management and Supervision, Grant Administration, and administrative support to the Chair, faculty and staff. Within each of these areas of responsibility the Department Administrator acts with a high degree of autonomy on a multitude of complex tasks as detailed below.

Duties:
Department Administration:
Provide leadership in managing all administrative aspects of running Department, including operational and strategic planning, fiscal management, academic and administrative oversight of facilities, equipment, and personnel. Educate and assist faculty, staff, and students in navigating University and RSOM regulations, policies, and procedures in a variety of areas (e.g. events, travel, moving, reimbursement expenses, and benefit packages.). Advise and assist faculty with pre-and post-award grant preparation and administration and supervise grants managements.

Maintain close communication with and provide assistance to the Chair on issues including budget and 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).

Budget and Fiscal Management:
Manage all fiscal operations for the Department of Pharmacological Sciences from various funding sources, including State IFR, Research Foundation/Grants, IDC, SBF, matching funds, royalty, and Dean's funds. Develop budget proposals, policies and fiscal guidelines that support Department goals and growth. Develop various projection reports and advise Chair on strategies to meet fiscal needs, implications and consequences. Determine, monitor, and control expenditures required to manage the operational, research, and personnel expenses of the department.

Ensure 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. 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. Maintain detailed and accurate records of revenues and expenses.

Make projections of financial needs of the Department on both a short-term and an annual basis. Troubleshoot problems and questions concerning Department and University/RSOM policies and procedures and convey information as needed. Ensure compliance with all State and Federal regulations. Manage revenue and oversee monthly invoicing for ilab, IFRs, Core facilities and several T32 training grants. Server as liaison with university comptrollers, grants, accounting, governmental agencies, foundations, etc.

Communicate with high level administrative offices within SUNY. Provide oversight…