Staff Assistant bei Stony Brook University

Required Qualifications (as evidenced by an attached resume):
Bachelor’s degree (foreign equivalent or higher) in Business Administration or a related field.  Two (2) years of full-time professional administrative experience. Highly proficient in Microsoft Office, Spreadsheet Management, Google Workspace.

Preferred Qualifications:
Masters Degree (foreign equivalent or higher). Additional years of full-time administrative experience in a higher education/academic environment. Experience with Research Foundation or SUNY State policies and procedures. Experience with financial transactions, including purchasing, reimbursements, and account reconciliations. Experience booking travel and processing travel expenses using the Concur software system. Experience in grants management (pre-award and post award).

Brief Description of Duties:
The Staff Assistant provides comprehensive administrative and programmatic support to the Mineral Physics Institute. Reporting to the Director of the Mineral Physics Institute, and secondarily to the Assistant to the Chair in the Department of Geosciences, this role supports the core research mission of the Mineral Physics Institute, as well as provides support for the sponsored program research activities in the Department of Geosciences.

The ideal candidate will be self-motivated, highly organized, with strong interpersonal skills and the ability to manage multiple priorities.

Mineral Physics Institute

• Provide administrative support to the Director, faculty, staff, postdocs and students of the Mineral Physics Institute, to include ordering office supplies, sourcing vendors, aiding with procurement and travel arrangements, and processing travel reimbursements.

• Process personnel paperwork including advertising, recruitment for new hires, as well as new appointments and appointment changes for MPI faculty and staff.

• Assist the faculty of the Mineral Physics Institute in the preparation of research grant applications by providing support with creation of budgets, internal approvals and submission of proposals.

• Assist the faculty of the Mineral Physics Institute in the post-award management of research grants by aiding in procurement, travel arrangement and reimbursement, bookkeeping, budget reconciliation and financial reporting. 

• Process all visa paperwork for new hires and visa extensions paperwork for existing MPI students, postdocs, staff, and faculty. 

• Troubleshoot problems for the Director, faculty, staff and students of MPI with regards to Human Resources, Sponsored Programs, Budget and International Services Office requirements.

• Assist with researching and analyzing administrative and organizational procedures for integrating science, education, and outreach for MPI. 

• Assist in the billing for the INXS Lab and the High Pressure Lab facilities, which includes generating invoices, payment processing as well as accounting and preparation of rate review for service and facility accounts. 

• Maintain the Mineral Physics website and publication database.

Department of Geosciences

• Provide guidance and expertise to Department faculty with the preparation of research grant applications by providing support with creation of budgets, internal approvals and submission of proposals.

• Assist Department faculty with research grant related issues, set up subawards, troubleshoot account establishment, as well as re-budgeting, expenditure and cost share issues and questions, as needed. 

• Provide training and guidance for travel reimbursements for graduate students using the Concur Software System.

Other duties or projects as appropriate to rank and departmental 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 $4000 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 (631) 632-6280 or visit OEA.

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