Stony Brook University
Department Staff Assistant
Stony Brook University, Stony Brook, New York, United States, 11790
Job Description - Department Staff Assistant (2504104)
Department Staff Assistant
Required Qualifications
Bachelor's degree (foreign equivalent or higher). In lieu of a Bachelor’s degree, an Associate's degree (foreign equivalent or higher) and two (2) additional years of full-time experience (as described below) may be considered.
Two (2) years of full-time administrative experience, which may include HR-related activities, including working with supervisors and employees, as well as providing counsel on, and interpretation of, policies and procedures.
Experience with Google Applications, or similar software.
Preferred Qualifications
Working knowledge of the differences between Research Foundation (RF) and State University of New York (State) employment.
Experience in human resources, recruiting, hiring, onboarding, training, and supporting employees.
Experience in processing and administering visa transactions.
Experience working with university electronic administration systems, such as Taleo, TMS Concur, Direct Travel, AVID, PeopleSoft, RF Report Center, Wolfmart, or other human resources systems.
Working knowledge of SUNY State, Research Foundation (RF), and/or Stony Brook Foundation (SBF) budget, personnel, and/or purchasing policies & procedures.
Experience liaising with human resources.
Brief Description of Duties The Stony Brook University Department of Biochemistry and Cell Biology (BCB), within the College of Arts and Sciences (CAS), is seeking a Department Staff Assistant. The Department Staff Assistant will report to and work closely with the BCB departmental administrator and chair, in a very high-volume, multi-dimensional role.
The position will be directly responsible for independently managing two key components of the BCB administration: human resources and the departmental seminar program. Specific duties include:
Meeting with faculty to discuss specifics for their invited speaker; arranging travel, car service, lodging, dinner, and lunch for invited speakers.
Submitting all reimbursements for related speakers’ travel expenses, accurately advertising seminars on campus and websites, and preparing honorariums for invited speakers.
Assisting with all administrative aspects associated with this department’s activity.
Managing all activities related to position description development, new hires and reappointments, payroll matters, visa and immigration, AA/EEO and university compliance, performance documentation management, and other relevant tasks.
Providing guidance to faculty and staff on HR-related matters of the university, state, and/or RF policies and procedures.
Monitoring end dates of RF employees reappointed on grants for payroll purposes; coordinating permanent appointment packages for state staff.
Ensuring all performance evaluations and program documents are processed promptly and are 100% compliant.
Overseeing the administration and maintenance of BCB personnel files.
Tracking and coordinating the department of human resources documentation.
Initiating and approving BCB visa application H1B or J1 requests for international visiting scholars, scientists, and hires.
Organizing monthly faculty research seminars during the academic semester and managing logistical arrangements.
Maintaining the reservation Google Drive calendar for all conference rooms, updating the Google Group email list, and retrieving mail from the mail room.
Other duties and projects as assigned, appropriate to rank and mission.
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 $4,000 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.
EEO Statement 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 (631) 632-6280 or visit OEA.
In accordance with the Title II Crime Awareness and Security Act, a copy of our crime statistics can be viewed here.
Job Number 2504104
Official Job Title Staff Assistant
Job Field Administrative & Professional (non-Clinical)
Primary Location Department/Hiring Area: Biochemistry and Cell Biology
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Department Staff Assistant
Required Qualifications
Bachelor's degree (foreign equivalent or higher). In lieu of a Bachelor’s degree, an Associate's degree (foreign equivalent or higher) and two (2) additional years of full-time experience (as described below) may be considered.
Two (2) years of full-time administrative experience, which may include HR-related activities, including working with supervisors and employees, as well as providing counsel on, and interpretation of, policies and procedures.
Experience with Google Applications, or similar software.
Preferred Qualifications
Working knowledge of the differences between Research Foundation (RF) and State University of New York (State) employment.
Experience in human resources, recruiting, hiring, onboarding, training, and supporting employees.
Experience in processing and administering visa transactions.
Experience working with university electronic administration systems, such as Taleo, TMS Concur, Direct Travel, AVID, PeopleSoft, RF Report Center, Wolfmart, or other human resources systems.
Working knowledge of SUNY State, Research Foundation (RF), and/or Stony Brook Foundation (SBF) budget, personnel, and/or purchasing policies & procedures.
Experience liaising with human resources.
Brief Description of Duties The Stony Brook University Department of Biochemistry and Cell Biology (BCB), within the College of Arts and Sciences (CAS), is seeking a Department Staff Assistant. The Department Staff Assistant will report to and work closely with the BCB departmental administrator and chair, in a very high-volume, multi-dimensional role.
The position will be directly responsible for independently managing two key components of the BCB administration: human resources and the departmental seminar program. Specific duties include:
Meeting with faculty to discuss specifics for their invited speaker; arranging travel, car service, lodging, dinner, and lunch for invited speakers.
Submitting all reimbursements for related speakers’ travel expenses, accurately advertising seminars on campus and websites, and preparing honorariums for invited speakers.
Assisting with all administrative aspects associated with this department’s activity.
Managing all activities related to position description development, new hires and reappointments, payroll matters, visa and immigration, AA/EEO and university compliance, performance documentation management, and other relevant tasks.
Providing guidance to faculty and staff on HR-related matters of the university, state, and/or RF policies and procedures.
Monitoring end dates of RF employees reappointed on grants for payroll purposes; coordinating permanent appointment packages for state staff.
Ensuring all performance evaluations and program documents are processed promptly and are 100% compliant.
Overseeing the administration and maintenance of BCB personnel files.
Tracking and coordinating the department of human resources documentation.
Initiating and approving BCB visa application H1B or J1 requests for international visiting scholars, scientists, and hires.
Organizing monthly faculty research seminars during the academic semester and managing logistical arrangements.
Maintaining the reservation Google Drive calendar for all conference rooms, updating the Google Group email list, and retrieving mail from the mail room.
Other duties and projects as assigned, appropriate to rank and mission.
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 $4,000 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.
EEO Statement 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 (631) 632-6280 or visit OEA.
In accordance with the Title II Crime Awareness and Security Act, a copy of our crime statistics can be viewed here.
Job Number 2504104
Official Job Title Staff Assistant
Job Field Administrative & Professional (non-Clinical)
Primary Location Department/Hiring Area: Biochemistry and Cell Biology
#J-18808-Ljbffr