Administrative Staff Assistant

Administrative Staff Assistant

We seek a "doer" with strong administrative and communication skills who is comfortable taking initiative to work directly with students and faculty to administer, coordinate, and help evaluate our funded, interdisciplinary NSF-funded Research Training (NRT) project, Detecting and Addressing Bias in Data, Humans, and Institutions. This is an excellent opportunity for an individual interested in interdisciplinary research and higher education administration. This is a temporary position, anticipated for 2 years.

Required Qualifications (as evidenced by an attached resume):
Bachelor’s Degree (foreign equivalent or higher degree). One (1) year of full-time administrative and/or laboratory research management experience. Event planning or project coordination experience. High proficiency in word processing, spreadsheet management, social media, teleconferencing, scheduling, and other internet applications (experience with Microsoft Word, Excel, PowerPoint; Google Apps; Zoom, etc.).

Preferred Qualifications:
Master's degree (foreign equivalent or higher degree). Administrative experience working in a higher education/academic environment (student experience may be considered). Four (4) or more years of full-time administrative and/or laboratory research management experience. Science communication experience. Budget management experience and/or experience in statistical analysis and research planning. Experience with Research Foundation procedures and policy, including processing RF payroll forms and working with the RF Report Center portal. Experience working with federal grant agencies, such as the National Science Foundation.

Brief Description of Duties:
The Administrative Staff Assistant II will be responsible for carrying out all administrative aspects of Stony Brook University's 5-year NSF National Research Traineeship project, entitled “Detecting and Addressing Bias in Data, Humans, and Institutions,” now in its 4th year of funding, with a 5th year and an additional No-Cost Extension year planned. They will work closely with the Executive Committee (EC) (and occasionally with additional senior and participating faculty from 8 departments, including Computer Science, Applied Mathematics & Statistics, Psychology, Linguistics, Economics, Africana Studies, Political Science, and Sociology) to handle the following: budget and planning; travel; graduate student trainee recruiting, advising and performance tracking; data collection; statistics compilation; reporting, report-writing, and editing; Zoom scheduling and event/travel coordination; website maintenance; monitoring policies for consistency; recruiting and outreach efforts; and all general administrative tasks as they occur. The ideal candidate will enjoy working with students in an interdisciplinary, energetic environment and have an interest in broadening participation in higher education and the STEM workforce.

The successful candidate will have outstanding writing, editing, verbal, and interpersonal communication skills; experience working independently as well as collaboratively as part of a team; strong organizational and time management skills with exceptional attention to detail; and ability to multi-task and monitor multiple activities at once.

• Grant Administration:
  • With EC, plan, monitor, reconcile, manage, and reimburse purchases from the ~$3M budget, including for travel associated with the grant. Create financial reports for PI and Co-PIs; assemble and submit required progress reports to funding agency. Process all paperwork associated with appointing trainees and summer support for faculty. Handle all administrative aspects of trainee eligibility checking, as well as tuition, fees and health insurance for trainees. Interact with SBU's Graduate School as needed.
• Travel and Event Coordination:
  • Organize trainee and PI events such as open houses; brown bag lunches; national conference participation; research practical; writing workshops; program symposiums. Arrange travel and electronic meetings for students, faculty, and advisory committee members.
• Trainee Coordination:
  • Oversee trainee recruiting efforts. Compile the relevant graduate student course offerings and monitor progress and enrollment. Advise trainees about the new 12-credit AI Graduate Certificate and the planned 12-credit Human-Centered Sciences Graduate Certificate. Assist with the approval process for these two certificates as needed. Coordinate and assist with arranging student internships.
• Other Coordination:
  • Arrange and assist with meetings, including regular meetings for participants and yearly (Zoom or in-person) meetings of the advisory committee; take minutes, produce advertising and recruiting material. Manage, improve, and update the website. Travel to the annual NRT conference in DC as required. Other duties as assigned.
• Evaluation:
  • Keep all program statistics and generate reports from these statistics. Prepare applications and renewals for IRB (Institutional Review Board) approval for survey data collection from human participants and document the informed consent process. Work with the internal evaluation team and external evaluator to assess success of the program and make suggestions for improvements. Liaise with NSF for progress reports and mandated meetings; assist with yearly updates to training model and with preparing poster for the annual NSF PI meeting. Regularly update PIs on program status.
• Other duties as assigned.

Special Notes:
The Research Foundation of SUNY is a private educational corporation. Employment is subject to the Research Foundation policies and procedures, sponsor guidelines and the availability of funding. FLSA Exempt position, not eligible for the overtime provisions of the FLSA. Minimum salary threshold must be met to maintain FLSA exemption.

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

Some night and weekend work may be necessary to oversee organized events. At least one trip to Washington, DC is required for reporting purposes.

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 (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.

Visit our WHY WORK HERE page to learn about the total rewards we offer.

SUNY Research Foundation: A Great Place to Work.

The starting salary range (or hiring range) to be offered for this position is noted below, it represents SBU’s good faith and reasonable estimate of the range of possible compensation at the time of posting.