Department Administrator

3 weeks ago

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

The Department Administrator is a key leader responsible for facilitating the overall goals of the highly complex Computer Science department. This role provides comprehensive administrative support to the Chair, faculty, and staff, ensuring adherence to University, Research Foundation (RF), and Stony Brook Foundation (SBF) policies and procedures. The Administrator serves as the primary liaison between the department and various institutional bodies, including the College of Engineering and Applied Sciences (CEAS) Dean's Office. This position requires collaboration across all levels of the institution, representing the department with professionalism and the ability to interact effectively with a diverse population of faculty, staff, and students. The ideal candidate will possess exceptional organizational and time-management skills, strong interpersonal abilities, and a collaborative approach to problem-solving.

Key Responsibilities:
  • Department Administration:
    • Provide leadership in managing all administrative aspects of the Department of Computer Science including operational and strategic planning, undergraduate/graduate program development, fiscal management, and personnel.
    • Educate and assist faculty, staff, and students in navigating University regulations, and all policies and procedures in a variety of areas (e.g., events, travel, moving, and reimbursement expenses).
    • Maintain close communication with the Chair and serve as liaison between various administrative offices.
    • Represent the department at functions and activities, such as faculty recruitment events, admitted students' day, student orientations, conferences, and workshops.
    • Manage space for the department, collaborating with the building manager, faculty, and staff.
    • Manage and provide oversight for NYS and Research Foundation personnel appointments for the Department from recruitment through termination or retirement (e.g., appointments, reappointments, and promotion and tenure, leave requests, reclassifications, temporary/permanent increase in duties, extra service, equity increases, etc.) for all employees and non-salaried/volunteer appointments.
    • Coordinates visa application materials for faculty, visitors, postdocs, and visiting students as needed.
  • Financial Planning and Budgeting:
    • Manage and oversee all fiscal operations for the Department of Computer Science to include developing the operational budget, budget proposals, policies, and fiscal guidelines that support departmental growth.
    • Develop projection reports, analyze/reconcile variances, and manage revenue.
    • Ensure departmental compliance with university fiscal policies and procedures.
    • Work with the Chair and College of Engineering and Applied Sciences to develop operating and strategic budget plans and requests.
    • Handle all departmental accounts, including: State, Special Appropriation (EIP), IFR, SBF, and IDC accounts. Track start-up funds and assist faculty with managing their individual funds. Monitor and track allocations to ensure proper and accurate administration. Work independently to resolve account discrepancies.
    • Liaison with various campus offices such as Procurement, Accounts Payable, Accounting, SBF, Grants Management, Sponsored Programs, etc.
    • Maintain detailed and accurate records of revenues and expenses and project financial needs of the Department on both a short-term and an annual basis.
    • Educate and assist faculty, staff, and students in navigating University regulations and policies in areas related to finance.
  • Staff Management & Supervision:
    • Recruit, hire, and manage direct reports including workload distribution and objectives, annual performance programs/evaluations, labor relations issues, approval for time off, and professional development. Assure that all staff participate in required compliance training offered by the university.
    • Find opportunities for team training and skills advancement. Collaborate with the (UG & Grad) Program Managers to ensure adherence to (Departmental, CEAS, Graduate School, Registrar, VIS, etc.) policies, processes, and procedures.
    • Act as a subject matter expert for Computer Science course scheduling, final exams, and room management.
    • Collaborate with the Events Staff to ensure that purchases and reimbursements are processed appropriately and in a timely manner.
    • Work closely with the Grants Manager to ensure that IFR salary offsets and Additional Research Compensation (ARC) requests are processed and approved in accordance with proper guidelines and within appropriate deadlines.
  • Other duties or projects as assigned as appropriate to rank and departmental mission.
Special Notes:
This is a full-time appointment. FLSA Exempt position, not eligible for the overtime provisions of the FLSA. Minimum salary threshold must be met to maintain FLSA exemption.

In addition to the employee's base salary, this position is eligible for $3,400 UUP annual location pay, paid biweekly.

For this position, we are unable to sponsor candidates for work visas.

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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