Required Qualifications (as evidenced by an attached resume):
Bachelor's Degree (foreign equivalent or higher degree) in a related discipline. Two (2) years of relevant human resource or finance experience.
Master's Degree (foreign equivalent or higher degree). Experience with direct operations and human resources in a university setting.
Brief Description of Duties:
The incumbent supports the Dean, Associate Dean, and Assistant Deans. The incumbent's responsibilities include but are not limited to: coordinating all departmental human resource transactions, procurement, expense reconciliation, assist with day-to-day operations for the Dean's suite, and assist with managing SHTM facilities. This position reports to the Assistant Dean for Administration and Finance, SHTM. A high level of energy and flexibility to deal with shifting priorities and ability to work collaboratively as part of a team or independently as needed. Excellent interpersonal, organizational, and both written and verbal communication skills are vital.
Assists with the development of job descriptions and coordinates recruitment efforts for SHTM faculty and staff, including identifying appropriate funding source for positions, reviewing and maintaining organizational charts, and preparing Talent Management System requests for approval.
Prepares for processing and tracks HR forms for all adjunct faculty, voluntary faculty, affiliated faculty, extra service, increased duties, and student assistant new hires and reappointments for SHTM. Additionally, prepares and reviews faculty offer letters and HR paperwork for new hire and reappointment of full-time faculty for submission to Assistant Dean and Dean for approval.
Creates recruitment plans as required by OIDE Committee.
Serves as a member of select search committees, as appropriate.
Corresponds directly with the VP Coordinator's Office and HR Payroll department (as necessary) for all SHTM HR related matters.
Collects all required HR documentation and verifies identification from new hires and rehires.
Submits the requests and required documentation to "HRS Recruiting" to perform background checks for new faculty hires.
Creates policies, procedures, spreadsheet formats and deadlines to streamline faculty's adjunct hire requests and to ensure timely submission of paperwork to HR and payroll.
Reviews USCIS-I-9 required identification from new employees.
Creates SHTM student employment position assignments and reassignments in SOLAR for student and FWS student hires.
Monitors the distribution of paychecks for all faculty, staff and student hires in SHTM.
Maintains all SHTM staff, faculty and adjuncts' personnel files.
Maintains a database, informs supervisors of contract end dates, and provides support to supervisors to complete faculty and staff contract renewals.
Collects submission of faculty reappointment requests and staff Performance Programs and Performance Evaluations from Chairs/Program Directors for review by the Deans.
Collects submission and assists as needed with travel waiver requests for review by the Dean.
Collects submission and assists as needed with position waiver requests for review by the Dean
Assists with the day-to-day operations of the Dean's suite including reception, opening and closing the school, etc.
Provides data and statistical analysis for the development of the school's annual budget and report to donors and alumni.
In coordination with the Assistant Dean ensures departments and programs are operating within given budgets and immediately reports trends that may show deviation
Coordinates all dean's suite "P" card transactions and reconciliation of statements.
Processes financial requests initiated out of the dean's office for dean's staff.
Assists with the management of state purpose, IFR, SBF and RF funds specific to our HSC and Southampton campus programs.
Coordinates data collection for the preparation of annual and multi-year operating budgets, capital budgets and tuition sharing budgets in collaboration with the Assistant Dean for Administration and Finance.
Assists with the control of expenditures and reconciles monthly revenue and expense statements and reports findings to the Assistant Dean for Administration and Finance.
Monitors compliance with SUNY, SBU, Stony Brook Medicine, and SHTM policies and procedures.
Assists with preparing requisitions for payment of HTM scholarships and awards for eligible students.
Reviews compensation amounts for Independent Contractor/Honorarium requests submitted by SHTM programs and reports findings to the Dean and Assistant Dean for Administration and Finance for preapproval.
Remit invoices and monthly activity readings for photocopiers and other subscriptions and services.
Generates reports from the SBU reporting system to review balance activity and allocations in all SHTM accounts.
Assist SHTM departments with setting up registration and payment for SHTM continuing and professional education initiative.
Other duties as assigned.
This is a full time appointment. FLSA Nonexempt position, eligible for the overtime provisions of the FLSA.
Essential Position: This has been designated as an essential position based on the duties of the job and the functions performed. Positions that are designated as such are required to report to work/remain at work even if classes are cancelled, and the campus is working on limited operations in an emergency.
Long Island's premier academic medical center, Stony Brook Medicine represents Stony Brook University's entire medical enterprise and integrates all of Stony Brook's health-related initiatives: education, research and patient care. It encompasses Stony Brook University Hospital, Stony Brook Children's Hospital, the five Health Sciences schools -- Dental Medicine, Health Technology and Management, Renaissance School of Medicine, Nursing and Social Welfare -- as well as the major centers and institutes, programs and more than 50 community-based healthcare settings throughout Suffolk County. With 603 beds, Stony Brook University Hospital serves as Suffolk County's only tertiary care center and Regional Trauma Center. Stony Brook Children's, with more than 180 pediatric specialists in 30 specialties, offers the most advanced pediatric specialty care in the region.
Stony Brook University/Research is an Equal Opportunity /Affirmative Action Employer. We encourage all to apply including individuals with disabilities and protected veterans.
If you need a disability related accommodation, please call the University Human Resource Services Department at (631) 632- 6161 or the University Hospital Human Resources Department at (631) 444-4700. In accordance with the Title II Crime Awareness and Security Act, a copy of our crime statistics is available upon request by calling (631) 632- 6350. It can also be viewed on line at the University Police website at http://www.stonybrook.edu/police .
Visit our WHY WORK HERE page to learn about the total rewards we offer.
Official Job Title: Staff Assistant
Job Field: Administrative & Professional (non-Clinical)
Primary Location: US-NY-Stony Brook
Department/Hiring Area: School of Health Technology and Management-Stony Brook University
Schedule: Full-time Shift: Day Shift Shift Hours: 8:30 a.m. - 5:00 p.m. Pass Days: Sat, Sun
Posting Start Date: Jul 24, 2019
Posting End Date: Aug 24, 2019, 3:59:00 AM
Salary: Commensurate with experience within the range of $45,000 - $60,000.
Salary Grade: SL2
Appointment Type: Term
Internal Number: 1901302
About Stony Brook University
FROM ITS BEGINNINGS A HALF-CENTURY AGO, STONY BROOK UNIVERSITY HAS BEEN CHARACTERIZED by innovation, energy and progress, transforming the lives of people who earn degrees, work and make groundbreaking discoveries here. A dramatic trajectory of growth has turned what was once a small teacher preparation college into an internationally recognized research institution that is changing the world.