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Staff Assistant

4 months ago

Stony Brook, United States Stony Brook University Full time

**Staff Assistant**

**Required Qualifications (as evidenced by an attached resume)**:
Bachelor’s degree (foreign equivalent or higher). Two (2) years of full-time administrative experience. Computer proficiency to include Microsoft Office products (i.e. Excel, Word, etc.) and/or GoogleApps (or related). Experience in a customer service environment.

**Preferred Qualifications**:
Master’s degree (foreign equivalent or higher). Experience with procurement/purchasing systems. Experience in budgeting, financial reporting and/or accounting. Experience processing employment paperwork. Payroll experience. Experience working in an academic environment. Office management experience.

**Brief Description of Duties**:
Reporting to the Assistant Director of Finance & Administration, the incumbent will provide direct administrative support for the Finance and Administration unit of the Graduate School. The incumbent will provide the first line of customer support to graduate programs and assist with administering financial programs. The incumbent will assist in financial oversight by ensuring all accounts are reconciled on a timely basis. The incumbent will aid in the enforcement of policies and procedures, alerting the Assistant Director and Assistant Dean to concerns, and offer a high level of customer service to graduate program directors, coordinators, faculty, students, and various campus administration offices. Important to this role is excellent written, verbal, and interpersonal communication skill, experience successfully working independently, as well as part of a team with a collaborative approach to problem solving and analytical thinking skills with an ability to solve problems. Strong organizational and time management skills with exceptional attention to detail with high degree of accuracy. Able to work with complex requirements, procedures, and regulations is important to this role.

**Duties**:

- **Tuition Scholarships Coordination**:

- Assist the Assistant Director with administering the graduate tuition scholarship program.
- Coordinate the compilation of the graduate tuition scholarship roster of over 2,000 students annually.
- Review rosters submitted by graduate program coordinators for adherence to graduate school policies.
- Provide coordinators with feedback regarding processing and/or issues with tuition scholarships.
- Work with graduate program coordinators and the Financial Aid Office to ensure that rosters are posted to student’s accounts in a timely and accurate manner.
- Work with the Office of Student Financial Services to resolve student account issues.
- Reconcile and process (if applicable) tuition payments for students appointed as Research Assistants to grants where tuition is charged directly.
- **Graduate Fellowships & Awards Support**:

- Support Assistant Dean and Assistant Director with National Science Foundation (NSF) Graduate Research Fellowship Program as well as other external & institutional fellowships.
- Process NSF fellows’ paperwork for annual stipends.
- Manage cost-of-education (COE) allowance and related travel, procurement, and insurance expenses for each fellow.
- Provide customer service to the fellows with questions about stipends, travel and equipment allowances, and other issues.
- Reconcile annual costs and ensure stipends and COE allowances are properly allocated to the correct RF account in accordance with NSF reporting.
- Run periodic fellowship payroll reports as necessary.
- Coordinate internal fellowships/awards nomination packages, including those for the Graduate Council Fellowship (GCF) and the annual Graduate Awards.
- Help field questions from graduate departments about nomination requirements, eligibility, and financial offers.
- Send offer letters and track responses.
- **Procurement**:

- Work closely with Executive Assistant to the Dean on managing the ordering of office supplies as well as maintaining equipment inventory.
- Create supporting documentation / business justification for monthly certification process in Concur; keep apprised of all guidelines and procedures.
- Support Assistant Dean and Executive Assistant to the Dean with procurement transactions in Wolfmart.
- Stay informed of all updated procurement purchasing policies and procedures, update team members of revised policies and their practical implications.
- **Accounting**:

- Process Graduate School transactions including expense, allocation, and payroll transfers.
- Process cost-of-education reimbursements from departments that cost share with the Graduate School.
- Transfer funds to other departments in accordance with Grad School practices and commitments.
- Independently prepare account reconciliations and expenditure reports, ensuring that all supporting documentation is filed and that costs are accurately recorded to Graduate School accounts.
- Ensure expenses are within budget and provide variance analysis to Assistant Director on a regular basis.
- Track D