Accreditation and Operations Coordinator

6 days ago

Stony Brook, New York, United States Stony Brook Medicine Full time
Job Summary:

The Accreditation and Operations Coordinator will be responsible for coordinating the essential compliance and administrative functions for the University Police Department. This includes compliance with the New York State Division of Criminal Justice Services accreditation program, the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, and the New York State Uniformed Crime Reporting system requirements. The selected candidate will also be responsible for coordinating all administrative functions associated with the department's training program(s), including the preparation of training materials and monitoring and tracking employee attendance to ensure compliance with departmental goals and objectives.

Key Responsibilities:
  • Assist the AVP for Compliance, Investigations & Accreditation in collaborating with members of the ERM leadership team to create, modify, and promulgate necessary policies and procedures.
  • Provide professional and administrative support for the day-to-day operations of the University Police Department.
  • Maintain and update department documents, forms, and manuals.
  • Oversee the AVP for Compliance, Investigations & Accreditation's calendars and brief them on calendar activities to include all meetings and appointments.
  • Provide coordination and administrative support at sensitive and confidential meetings.
  • Manage travel itineraries for the AVP.
  • Manage administrative tasks such as handling general inquiries, anticipating problems, screening incoming telephone calls, and receiving visitors on behalf of the AVP and University Police Department.
  • Prepare and maintain confidential personnel documents and files for direct reports of the AVP.
  • Research and prepare reports and analysis for senior staff in identifying current crime trends and patterns within the University and further communicate such crime trends and patterns to members of the University Police Department and ERM.
  • Assist the AVP for Compliance, Investigations and Accreditation in review and compliance requirements for research risk areas and ensuring that various compliance requirements are being met and completed properly and in a timely manner.
  • Formulate new ways to analyze available data; formulate new and updated outlines of presentations.
  • Research and prepare necessary materials for presentations that provide analytical information to assist in reviewing, analyzing, reporting, and assessing problems that may promote community problem-solving.
  • Using computer software programs such as Microsoft Word, Excel, and PowerPoint, prepare various flyers and presentations.
  • Develop internal forms as required to ensure compliance with NYS accreditation, and regulatory safety and compliance regulations.
  • Ensure that Campus Security Authority (CSA) Training is provided to the campus community, either online or in person.
  • Coordinate the department's training program(s) records in any and all relevant systems.
  • Ensure compliance with DCJS Accreditation Standards, University Police Department policy, etc. Assist in the development of the IACLEA accreditation compliance program.
  • Liaison for the University Police Department with Sierra Pacific Software, which provides training software programs to UPD, and serves as the department lead.
  • Maintain the UPD Training Email Inbox and correspond with employees to acquire materials (i.e. certificates, sign-in sheets, agendas, etc.) upon completion of training to ensure compliance with DCJS Accreditation Standards.
  • Assist in the creation and development of training materials and schedule (i.e. PowerPoint presentations, lesson plans, testing materials, Firearm Qualification Score Sheets, etc.).
  • Monitor and track previous employees' separation dates and dispose of training files (Dates of Separation Spreadsheet).
  • Review, maintain and update the CPSO and SSA Security Guard Training, license expiration dates (i.e. 8-hour pre assignment, 16-hour OTJ, Annual 8-hour training), and any other new employee training requirements for all employees within the University Police Department and any other relative areas.
  • Assist the Training Inspector regarding any and all training requirements for new employees.
  • Assist with the implementation and daily operations of a new training and accreditation records management system.
  • Assist the AVP for Compliance, Investigations and Accreditation in reviewing and analyzing metrics and data including suspicious activity that could uncover fraudulent behavior in cooperation with Internal Audit and other departments as needed.
  • Conduct crime analysis, disseminate crime statistics, and produce appropriate reports for the campus community.
  • Identify the designated Campus Security Authorities in compliance with the Jeanne Clery Act and coordinate internal and external agency correspondents in compliance with the Jeanne Clery Act.
  • Assist senior staff within UPD and ERM with Crime Review Meetings and Clery Act to ensure uniform crime reporting standards are met, documenting and accounting for all internal and external agency correspondents in compliance with the Jeanne Clery Act.
  • Liaise directly as needed with the Office of Equity and Access Action, Employee Assistance Program, Labor Relations and the University Ombudsman's Office on a regular basis under the direction of the AVP of Compliance, Investigations and Accreditation.
  • Coordinate between various campus departments to gather required reporting information for the Annual Security and Fire Safety Report.
  • Work alongside other administrative staff within the division to gather and maintain operational metrics for various ad hoc reporting as necessary.
  • Generate statistical summary reports as needed for divisional reports.
  • Report crime statistics via the Uniform Crime Report to New York State DCJS for all crimes, arsons, homicides, hate crimes, use of force incidents, and law enforcement assaults.
  • Responsible for maintaining the Crime Information Center which contains highly confidential crime analysis sheets, crime pattern sheets, crime mapping reports, and wanted posters as produced by University Investigators.
  • Assist with E-Justice training, certification, and audits.

Requirements:
  • Bachelor's degree (foreign equivalent or higher).
  • Two (2) years of full-time administrative experience.
  • Proficiency with Google Workspace, Microsoft Office Suite and/or a similar platform.
  • Must have, keep and maintain the appropriate valid NYS Driver's License; have a motor vehicle record which is free from major violations or a pattern of repeat violations.
  • Administrative experience working in an accredited Police Department.
  • Working knowledge of the NYS accreditation program and provisions of the Clery Act.
  • Advanced proficiency with the use and data analysis of database applications such as web-based Records Management and Training Management Systems.
  • Experience developing and/or creating compliance-related training.
  • Proficiency with Adobe Acrobat XI or above for the creation and editing of PDFs.

Working Conditions:
  • Must be able to maintain the strictest confidentiality due to working with sensitive information.
  • Must be able to multitask under pressure and meet strict deadlines.
  • Must be able to initiate and compile special projects, while working independently.
  • Must have experience analyzing and researching data.

Special Notes:
This is a full-time appointment. FLSA Non Exempt position, eligible for the overtime provisions of the FLSA. In addition to the employee's base salary, this position is eligible for $3,400 UUP annual location pay, paid biweekly. 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 may be required to report to work/remain at work even if classes are canceled, and the campus is working on limited operations in an emergency. ***Out-of-State Applicants: Please note as a condition of employment and in order for this position to be tendered, the successful incumbent will be required to provide evidence of a valid license and driving abstract from the state issuing the license within five business days of a conditional offer and must obtain a NYS driver's license within 30 days of start date. For this position, we are unable to sponsor candidates for work visas. This position will remain posted until filled or for a maximum of 60 days. An initial review of all applicants will occur two weeks from the posting date. For full consideration, applications must be received before the initial review date. If within the initial review no candidate was selected to fill the position posted, additional applications will be considered for the posted position; however, the posting will close once a finalist is identified, and at minimal, two weeks after the initial posting date. 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 or visit OEA. In accordance with the Title II Crime Awareness and Security Act a copy of our crime statistics can be viewed here. Visit our WHY WORK HERE page to learn about the total rewards we offer.

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