Administrative Operations Supervisor

2 weeks ago

Stony Brook, New York, United States Stony Brook Medicine Full time
Essential Qualifications:
Bachelor's degree (or equivalent). A minimum of three (3) years of relevant full-time professional administrative experience. Proven experience in organizing and managing programs, events, or projects. Familiarity with financial accounts and/or budget management.
Desirable Qualifications:
Master's Degree (or equivalent). Competence in generating, editing, and submitting reports. Experience in procurement, processing expenditures, and/or office management. Knowledge of budget oversight and financial forecasting. Experience in website maintenance. Background in office management. Experience in workforce administration. Familiarity with academic environments or institutions of higher education.
Key Responsibilities:
The Operations Manager serves as the administrative leader for the Center for Excellence in Learning and Teaching. The individual will be responsible for various administrative functions, including purchasing and financial transactions, faculty and staff hiring processes, scheduling for the Director, and event planning and coordination. The role requires innovative thinking, strong advocacy skills, and the ability to work independently as well as collaboratively within a team, employing a proactive approach to problem-solving. The incumbent will manage electronic content and communication accounts, supporting the Director and the Center with special projects and assignments as needed. Exceptional communication, interpersonal, and organizational skills, along with meticulous attention to detail, are essential. A strong work ethic and integrity, with a high level of discretion regarding confidential and sensitive information, are also required.

Responsibilities Include:
  • Administrative and Program Support:
    • Oversee administrative and logistical support for the Center for Excellence in Learning and Teaching.
    • Coordinate and manage the planning and execution of various events and projects, including communications, procurement, facility reservations, attendance tracking, scheduling, and event promotion.
    • Maintain an operational calendar for events and projects.
    • Engage in direct project planning and support.
    • Monitor communication accounts and maintain marketing materials.
    • Represent the Center at University events.
  • Budget & Workforce Administration:
    • Supervise and review unit budgets and transactions, including account reconciliation, budget utilization reports, payroll audits, and fiscal transaction reconciliation.
    • Manage budget preparation, analyze financial data, and integrate budget information from various sources into the overall departmental funding strategy.
    • Assist in developing the annual budget and generating financial reports. Manage procurement processes, prepare purchase requisitions, and monitor purchase order statuses.
    • Prepare and oversee all staff-related paperwork for the unit, utilizing recruitment and hiring software for processing student staff, graduate students, and instructors.
  • Unit Support:
    • Support special projects and assignments as necessary, including data gathering and report preparation.
  • Other duties or projects as assigned in alignment with departmental objectives.
Additional Information:
This is a full-time position classified as FLSA Exempt, meaning it is not eligible for overtime compensation. A minimum salary threshold must be met to maintain FLSA exemption.

In addition to the base salary, this position is eligible for an annual location pay.

Stony Brook Medicine is dedicated to fostering diversity and creating an inclusive work environment. All qualified applicants will be considered 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 require a disability-related accommodation, please contact the appropriate office.

For more information about our organization and the benefits we offer, please visit our website.

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