Business Manager

Required Qualifications: (as evidenced by an attached resume)
Bachelor's Degree (foreign equivalent or higher) in business, accounting, finance, or another related field. Three (3) years of full-time administrative experience. Administrative experience in an academic environment managing major business-related aspects, such as budget, personnel, and/or grants. Experience with electronic budget, accounting, and/or grants management systems. Budget management experience.

Preferred Qualifications:
Advanced Degree (foreign equivalent or higher). Additional years (2+) of full-time administrative experience. Experience with one, preferably more than one of the following: PeopleSoft, TMS, accessVIS, RF Report Center, BI, and/or Wolfmart. Experience working in a Higher Education/Academic environment. Supervisory experience to include guiding, developing and leading staff career advancement. Experience reviewing and overseeing projects, ensuring budget and deadlines are met. Experience with SUNY State, RF, and/or SBF policies and procedures. Knowledge of federal, state, or local agencies and their regulations (including on-line submission of grant proposals or reports). Grants management experience.

Brief Description of Duties:
Stony Brook University's Chemistry Department scholars build and use their fundamental understanding of molecular structure innovatively to solve problems in order to improve the human condition globally. Undergraduate students, graduate students, and postdoctoral researchers all work closely with faculty to innovate and educate in the acquisition and application of chemical knowledge. Stony Brook Chemistry partners with local and global communities in our research and education enterprise.

Within the Department of Chemistry, this position will have responsibility for facilitating the overall goals, unique needs and challenges of the department, by administering the department's business operations.

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.

The incumbent is expected to have highly advanced strategic and analytical thinking skills with an ability to solve problems and make effective decisions. Therefore, the successful incumbent must also be a self-starter, exercising excellent judgment in ensuring that all accounts remain in fiscal compliance at all times. Duties include:

• This position is responsible for overseeing the finances with a focus on results and financial accountability. Manage the departmental budget including reconciliation and accounting for all commitment balances. Develop operating and strategic budget plans and requests. Monitor all accounts and grants. Maintain detailed and accurate records of revenues and expenses; project financial needs on both a short-term and an annual basis. Interpret current CAS/Provost and State budget policies and guidelines and ensure that all allocations, deposits, and spending meet requirements. Organize and submit the annual report and the annual budget to the Provost. Oversee periodic data analysis and reporting related to sponsored programs for review with the Department Chair, Vice Chair, and Director of Labs. Prepare financial reports to meet complex requirements of various sponsors.
  
  
  
  • Provide leadership in managing all aspects of the business including operational planning, business/program development, and fiscal management.
  • Responsible for providing intuitive, discerning analyses in support of multi-year budget projections, ensuring the integrity of all data used for tracking and reporting on fiscal operations with a focus on results and financial accountability.
  • Keeps the Chair and the Director of Labs abreast of financial status on an ongoing basis to ensure financial viability of the department including providing real-time insight of all account balances, as appropriate.
  • Develops an annual all funds Departmental budget which details projected spending and revenue resources available to the Department.
  • Manages the departmental budget including periodic reconciliation and accounting for all revenue sources and spending against projections.
  • Analyzes and reviews all financial data necessary to project revenue, rollovers, and expenditures for end-of-year.
  • Works with the CAS Dean and Provostial Budgetary offices to accommodate to their requests, including but not limited to developing, gathering the necessary information, updating, editing, and otherwise working with the CBM, as appropriate.
  • Assures that all departmental level spending aligns with the annual budget plan and documents necessary deviations to that plan.
  • Communicates with faculty and staff as appropriate regarding source of funds and proper use and availability of funds for their areas of responsibility.
  • Maintains signature authority on all grants and associated state accounts
  • Develops budget trends and target reports and analyses for presentation to the Department and other constituencies.
  • Assists in cataloging, keeping track of, and updating Departmental financial commitments.
  • Tracks and is involved with Rehab and Renovation Project budgets.
  • Assists with the Department Research Facility Rate Review, Billing, & Finances (such as NMR, Common Biolab, CASDA, Electronics Shop, etc.), as needed.
  • Ensure the accuracy of the financial reports.
  • Provides backup in the absence of the Chair or Director of Laboratories on matters related to business management.
  
  
  
  
• Responsible for post-award grants management including submission, tracking, and sub-contract budgets for all awards funding research or teaching accounts in the department. Act as a departmental liaison with Grants Management/Sponsored Programs. Manage Chemistry's GAANN fellowship program ensuring compliance with federal regulations and effective utilization of funds.
  
  
  
  • Works with multiple Chemistry Department and Department Affiliated Principal Investigators on Post-award and Close- out management and monitoring of Grants
  • Works with PIs and communicate with sub awardees on annual budgets for each new project year.
  • Reviews and approves expenditure certifications for OVPR's reporting requirements.
  • Tracks deadlines of grant progress reports. Assists PIs with sponsors' annual progress reports and closeout reports (i.e., RPPRs, FRR, and others) and ensures deadlines are met and that open access publication reporting is current.
  • Assists and advises PIs on award status and use of funds.
  • Coordinates with the PI in processing expenditures (purchasing and payments) and student payroll forms as it relates to the awards.
  • Coordinates events and workshops related to sponsored awards, e.g., annual review meetings, symposia, and coordination of research collaborator visits, and other invited guests for daily or extended stays, as needed.
  • Processes and approves travel reimbursements, payment of honoraria, and vendor payments, related to sponsor awards, as appropriate.
  • Maintains signature authority on relevant grants for which candidate has responsibility.
  • Works closely with the OVPR post-award team to ensure compliance in use of funds per the sponsor's guidelines and approved budget.
  • Handles purchasing and accounts payable utilizing Wolfmart, Concur, and Avid as appropriate to the funding type. Adheres to Research Foundation, State, and Stony Brook Foundation procurement policies and procedures.
  • Monitors RF Report Center for projects/awards that are approaching term dates. Communicates with the research team and PIs to ensure that No-Cost Extensions (NCE) are applied for (if needed) in a timely manner.
  • Prepares documents for award renewals, no cost extensions, annual budgets, and renewal of subaward contracts. Creates subaward invoices and engages in other administrative actions, as required.
  • Maximizes use and purpose of unencumbered grant balances and unobligated funds. Works with faculty to review original budgets to ensure recoverable costs have been charged to the sponsor in a timely and appropriate manner.
  • Monitors and requests IDC analyses, when applicable
  • Assists faculty with preparation of NCE requests, budget reallocation/revision requests, and other administrative actions that require sponsor approval
  • Tracks salary offset commitments from proposal submissions and ensures they are processed in a timely manner when proposals are awarded.
  • Coordinates departmental effort reports. Verifies accuracy and timely submissions of PI certified reports for Federal compliance.
  • Manages cost shares to ensure proper credit of revenue to the Department.
  • Provides monthly expenditure reports to the Principal Investigator, and assists with solving any discrepancies found in the reports.
  
  
  
  
• Personnel Appointments
  
  
  
  • Coordinates and enables the processing of all State and Research Foundation appointments of staff, including Post Doctoral Staff and Lab Support Staff from recruitment through retirement or termination.
  • Acts as departmental representative and coordinates for all non-student / non-faculty staff searches via TMS. Oversees the entirety of the search process from obtaining approvals, posting positions, recruiting, and onboarding.
  • Administers appointment/reappointment paperwork, including H-1 and J visa packages, for all staff hires.
  • Serves as the postdoc coordinator and point-of-contact for the Department for all postdoctoral matters.
  • Provides mentoring and supervision to direct reports and student assistants. Recruits, hires, and prepares performance evaluations for these positions.
  • As a liaison for administrative matters, provides administrative support for staff searches, including compiling resumes, initiating correspondence with candidates, generating itineraries, compiling search committee schedules, and enabling payment of travel expenses.
  • RF and Volunteer Appointments: Responsible for all Volunteer and Non-Salaried appointments, for all BNL-centered student appointments, as well as faculty summer salary appointments. Duties include but are not limited to the following:
  • Periodically gathers support data from PIs for faculty summer salaries
  • Prepares Change forms for all summer salaries for faculty
  • Works with Student Affairs Coordinator to monitor monthly end date/labor schedules for issues with Chemistry student appointments and follows up with PI's as required to ensure continued student support.
  • Coordinates with Senior Staff Assistant to ensure that BNL student appointments are accurate, based on contract agreements.
  • Prepares all documentation required for Volunteer and Non Salaried appointments and manages a database containing relevant information on these appointments.
  
  
  
  
• Administrative Support and Compliance
  
  
  
  • Ensures that all post award activities are in compliance with government and Research Foundation rules and regulations.
  • Assists the Chair in the design and implementation of Post Award Grant support procedures in compliance with State and University requirements.
  • Assists the Chair in the preparation, coordination, and database-driven organization of standard operating procedures (SOPs), impacting Departmental operations.
  • Assists with travel reimbursement for weekly seminar speakers. Maintains and tracks the budget for travel and visitor expenses and provide check issuance information
  • Oversees periodic data analysis and reporting related to sponsored programs for review with the Department Chair, Vice Chair and Director of Labs
  • Interacts with sponsors, coordinates, and ensures financial compliance with local, state, and federal grants.
  • Manages a database for the Department's active awards and contracts and provides reports as requested by the Chair on award status. Analyzes revenue earned and anticipated on grants (IDC/F&A and IFR salary offset) and advises the Chair of the same for budgetary purposes as needed.
  • Works with CAS Dean's Office and Provost Office to ensure that the Department is fully aligned with University initiatives, policies, and goals.
  • Gathers research and statistical data, as needed
  
  
  
  
• Other duties or projects as assigned as appropriate to rank and department mission

Special Notes:
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.

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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