Department Administrator, Biomedical Engineering
- Stony Brook University
- Location: Stony Brook, New York
- Category: Admin-Other Administrative Positions
- Posting Date: 02/02/2023
- Application Deadline: Open until filled
Department Administrator, Biomedical Engineering
Required Qualifications: (as evidenced by an attached resume)
Bachelor’s degree (foreign equivalent or higher). Four (4) or more years of significant, independent full-time administrative experience in a Higher Education, academic or Healthcare department managing major aspects of academic business, budget and Human Resources. Experience managing complex projects. Experience managing and executing events. Budget management experience. Staff supervisory experience to include guiding, developing and leading staff career pathing.
Master’s Degree (foreign equivalent or higher) in Business, Higher Education Administration or related field. Experience with visa/immigration paperwork. Working knowledge of SUNY State, Research Foundation (RF), and/or Stony Brook Foundation (SBF) budget, personnel, and/or purchasing policies & procedures. Familiarity with School of Medicine practices and procedures. Grants management experience.
Brief Description of Duties:
The Department Administrator facilitates the overall goals, unique needs and challenges of the highly complex Biomedical Engineering Department, providing comprehensive administrative support to the Chair, faculty, and staff in matters of personnel, budget and associated University, Research Foundation (RF) and Stony Brook Foundation (SBF) policies and procedures. The incumbent will serve as the primary liaison, where appropriate, between members of the Departments and staff at College of Engineering and Applied Sciences (CEAS) and Renaissance School of Medicine (RSOM), Deans’ Office, University Administration and the public.
This is a dual reporting position that requires both RSOM and CEAS on all aspects of this position. This position works with all levels within the Institution and is representative of Biomedical Engineering and the CEAS/RSOM which requires the ability to interact and work effectively with a diverse population of faculty, staff and students.
The successful incumbent will have excellent customer service and interpersonal skills, exercising strong organizational and time-management skills with an exceptional attention to detail. Essential for this role is the adeptness to work independently as well as part of a team with a collaborative approach to problem solving.
- Department Administration: Provide leadership in managing all administrative aspects of running the Department of Biomedical Engineering including operational and strategic planning, undergraduate/graduate program development, fiscal management, and administrative oversight of facilities, equipment, and personnel (including supervision, hiring, training and evaluation). Educate and assist faculty, staff and students in navigating University regulations, any and all policies and procedures in a variety of areas (e.g., events, travel, moving, reimbursement expenses, and benefit packages). Maintain close communication with the Chair on all personnel issues, including related budget matters, and faculty promotion and tenure. Serve as liaison between various administrative offices. Develop and execute conferences, workshops, and seminars of varying lengths and complexity. This includes coordinating all amenities and accommodations including site selection, food, transportation, and audio visual equipment. Supervise the Undergraduate and Graduate Program units.
- Financial Planning and Budgeting: Manage all fiscal operations for the Department of Biomedical Engineering 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, 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, working with various campus offices such as Procurement and Accounts Payable, Accounting, SBF Accounts Payable, 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. Assist Principal Investigators with research award budget management. Educate and assist faculty, staff and students in navigating University regulations and policies in areas related to finance.
- Human Resources: Manage and provide oversight for NYS and Research Foundation personnel appointments for the Department from recruitment through termination or retirement. Coordinates appointment, reappointment and promotion and tenure for all employees (regular, part-time and staff, postdoctoral and research scientists and students, temporary staff, non-salaried affiliates or visiting extra service appointees, student workers, work study students, project and research aides). Coordinates visa applications material for faculty, visitors, postdocs and visiting students as needed. Educate and assist faculty, staff and students in navigating University regulations, any and all policies and procedures in a variety of areas (e.g., travel, moving, reimbursement expenses, and benefit packages).
- Grant Management: Work with Principal Investigators and Chair for assembling, coordinating, and developing budget in the grant proposals, coordinating the submission and renewals. Ensure timely submission to funding agencies, according to the specific agency guidelines. Pre and post-award grants management including submission, tracking, subcontract and on-campus budgets for all departmental awards.
- Supervision: Oversee and lead direct reports to include being responsible for recruiting, hiring, setting up objectives, workload distribution, personnel issues, annual performance programs/evaluations, counseling and terminating, approval for time off, and staff professional development. Find opportunities for team training and skills advancement; provide direction for team members, working on coordinating projects and updates among the staff.
- Other duties or projects as assigned as appropriate to rank and departmental mission.
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 $3,026 UUP annual location pay, paid biweekly.
THE FOLLOWING PARAGRAPH ONLY APPLIES TO POSITIONS THAT MAY COME IN CONTACT WITH PATIENTS OR PATIENT CARE EMPLOYEES.
In response to the New York State Department of Health (DOH) regulation requiring Hospital and Nursing Home personnel to be fully vaccinated against COVID-19, candidates selected for patient care positions or positions that may come in contact with patients or patient care employees, if not already vaccinated, must be fully vaccinated or obtain the first dose of the vaccine within three (3) calendar days of acceptance of conditional job offer and must obtain any subsequent doses in accordance with the DOH vaccine protocol. Candidates who are partially vaccinated, but not yet fully vaccinated, must complete their vaccination series within three (3) calendar days of job offer or in accordance with vaccine manufacture protocol, whichever comes later. The regulation also allows for limited exemptions with reasonable accommodations, consistent with applicable law.
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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Official Job Title: Staff Associate
: Administrative & Professional (non-Clinical)
: US-NY-Stony Brook
Department/Hiring Area: Biomedical Engineering
:Day Shift Shift Hours: 8:30 a.m. - 5:00 p.m.
Posting Start Date
: Feb 1, 2023
Posting End Date
: Feb 15, 2023, 11:59:00 PM
Salary:Commensurate with experience
Appointment Type: Term
SBU Area:Stony Brook University
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