Required Qualifications (as evidenced by an attached resume) : Bachelor's Degree (foreign equivalent or higher). Two (2) years of full-time related administrative experience (may include related student work experience). Highly proficient, professional experience in word processing, spreadsheet management, electronic messaging and internet applications (Microsoft Word, Excel, PowerPoint, and Google Apps (Docs, Sheets, Slides, Drive, Calendar, GMail) etc...).
Preferred Qualifications: Master's Degree (foreign equivalent or higher). Experience working in a student services type setting within a higher-education/academic environment (i.e. advising, Admissions, Financial Aid, Registrar, Counseling), Undergraduate or Graduate student work experience to be considered. Experience coordinating a Graduate and/or Undergraduate Program. Experience working with one or more of the following systems: ApplyYourself, PeopleSoft, OnBase, Oracle, Wolfmart, BIEE, SBU Reporting., SOLAR, AccessVIS, 25Live, OUCampus, Taleo (TMS), RF Report Center. Experience with Research Foundation/SUNY policies and procedures. Experience working with visa/immigration paperwork. Experience with budgets, account reconciliation and/or procurement. Event planning experience.
Brief Description of Duties: The Materials Science (ESM) and Chemical Engineering (CME) Graduate Programs provides a rigorous, engaging curriculum that develops an interdisciplinary understanding of the world and links learning to the excitement of discovery. Working closely with the Program Directors and Assistant to Chair (ATC), this position is responsible for maintaining the overall academic integrity, quality and viability of the Graduate Degree Programs in ESM and CME. The incumbent is responsible for providing continuous comprehensive assistance to Graduate students from matriculation through graduation on courses as per program guidelines. The successful incumbent will have excellent interpersonal skills, exercising strong organizational 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. In addition, interacting with individuals at various levels -students, faculty/advisors, staff within the department as well as across the board is required as is working with, and maintaining, confidential information.
Program Coordination : Responsible for coordinating all aspects of the program's academic administrative matters, such as academic planning, administering program policies/procedures, student recruitment, admissions, registration, financial support, and advising; course catalog, department brochures, and grades reporting. As the primary liaison between students, internal faculty advisors /directors, chair, ATC and external Program members, and serve as point person and information source for departmental policies and procedures relevant to the program.
Student Recruitment : Assist with all activities related to attracting prospective students. Work in conjunction with Program Director to design new methods to advertise and promote program, as well as enhance the diversity of the student body.
Admissions: Coordinate the department admission process, including applications, petitions, and informing students of committee decisions. Process admission offer letter and declaration form.
Registration: Coordinate the department registration procedures. As needed, partner with International Academic Programs& Services regarding VISA appointments and processing. Process student's request to register for course forms. Override permissions to register student when necessary. Closely monitor course enrollment. Collaborate with ATC to resolve course conflicts, advise ATC on master scheduling of courses, monitor add/drop and section changes, advise ATC for reserves and wait-lists as appropriate, and perform prerequisite screening. Works closely with appropriate parties in relation to those students entering the sequential program.
Advising: Advise current and prospective students in individual and group settings on an ongoing basis for the program, and communicate on a regular basis about courses, majors, degree requirements, and policies/procedures with students, program directors and/or others as per NYS guidelines. Act as liaison between student and Professors/Program Director. Monitor the progress of students toward degree completion, and perform related administrative, academic advisory, and editorial duties. Prepare candidate files for Program Director's perusal for graduation. Resolve problems with missing or incorrect grades on transcripts; remove advising holds. As requested, provide Program Director with administrative support for university awards, scholarships, and fellowships. Send notification to students and on-line clearance of graduation candidates. Ensure students complete college requirements and current university policies and deadlines are met.
Financial Support : Partner with ATC to prepare and process all paperwork for graduate student financial support from all funding sources, including State, Research Foundation, Stony Brook Foundation and Fellowships. Work closely with Human Resources to ensure appointment and benefit stability.
Program Support : Work closely with the Program Director, Department Chair, and ATC to improve the administration of the Program in the Dept. Provide administrative support to the Program Committee, organize meetings, take meeting minutes and assist in implementing their decisions as well as coordinate any special projects as needed such as:
Coordinate program degree requirements: Coordinate writing requirements, course substitutions, transfer course/credit evaluations and course registration permissions; review and forward to the appropriate professor with applicable supporting documentation. Coordinate new course approvals/revisions or deletions.
Assist the ATC, as needed, in the coordination of the departmental Fall/Spring/Summer session programs/classes and tentative year in-advance scheduling.
Manage course syllabi, course descriptions, grade changes, course exception and waivers and assist ATC with schedule of classrooms as and when needed.
Coordinate departmental events and assist ATC with graduate program related reimbursements and purchase of supplies or equipment as needed. Ensure all graduate program related expenses are processed and reports maintained.
Develop and manage promotional material for the program (Open House, Orientation, website, Blackboard, newsletter, marketing, etc.) and assist, as needed, with any Program events such as Commencement, recruitment, and ceremonies.
Represent the Program at meetings as needed. Interact with other University offices as needed, i.e. the Graduate School, Dean's Office, International Academic Programs, Registrar's Office, Student Accounts and other academic departments as necessary.
Records: Keep accurate and complete program and student records with adherence to FERPA regulations, from admissions through graduation clearance including demographic and career history. Provide reports, tuition rosters, and statistics, as needed, in support of program data, program decisions as needed.
Other duties or projects as assigned as appropriate to rank and department mission such as provide back-up support for additional areas of program or the main office.
Special Notes: This is a full time appointment. FLSA Nonexempt position, eligible for the overtime provisions of the FLSA.
In accordance with the New York State Department of Health (DOH) order that all hospitals and nursing homes "continuously require all personnel to be fully vaccinated against COVID-19," Candidates who are not already vaccinated must 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 vaccine protocol. The order also includes those who may be affiliated with or interact with employees of a hospital or nursing home. The order allows for limited medical 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.
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Job Number: 2102963
Official Job Title: Staff Assistant
Job Field: Administrative & Professional (non-Clinical)
Primary Location: US-NY-Stony Brook
Department/Hiring Area: Materials Science & Chemical Engineering
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