Assistant Director of Operations, Graduate School

Required Qualifications (as evidenced by an attached resume):
Bachelor's degree (foreign equivalent or higher). Four (4) years of related full time administrative experience. Experience with Microsoft Office Suite and/or Google applications. Experience managing projects. Experience collaborating with senior level managers.

Preferred Qualifications:
Master's degree (foreign equivalent or higher). Administrative experience in an academic environment. Experience hiring and onboarding employees. Knowledge of Stony Brook University's policies, procedures, and/or systems, such as WolfMart, Taleo, PeopleSoft, etc.

Brief Description of Duties:
The Assistant Director of Operations plays an integral role in maintaining the administrative functions of the Graduate School as well as in advancing cross-team projects. This individual will directly support the Dean of the Graduate School, Assistant Dean, Finance and Administration, and the Finance and Administration team. In addition, they will work closely with all units across the Graduate School to ensure daily operations and communication are effectively maintained and to advance new initiatives.

Duties:

• Operations and Financial Management:
  
  
  
  • Assist the Dean and Assistant Dean with coordinating day-to-day office management and administrative functions, including but not limited to, special programing, ordering, and inventorying, and oversight of communal space.
  • Assist with long-range planning initiatives, participate in budget planning, and evaluate work requests to determine if they are appropriate to the unit.
  • Project manage new cross-team initiatives, in collaboration with other offices as appropriate Interact with University personnel and external sources to define work assignments and requirements, communicate progress of work, and plan and coordinate projects, as needed.
  • Delegate and monitor the ordering of office equipment and supplies.
  • Supervise front desk personnel in conjunction with the Director of Student Services.
  • Manage scheduling, ensure adequate coverage, monitor time, attendance, and compliance of all employment related mandates.
  
  
  
  
• Personnel Management:
  
  
  
  • Collaborate with leadership to develop and implement new policies and procedures and create the appropriate documentation, related to office operations.
  • Assess, resolve, or escalate issues that may arise within the unit in a professional, efficient, and polite manner.
  • Assists with entering requisitions into the Talent Management System.
  • Prepare candidate documents for review, aid in coordination of interviews and hiring packages.
  
  
  
  
• Event Management:
  
  
  
  • Aides in the planning of all internal and external Graduate School special events with the support of the Executive Assistant to the Dean.
  • Attending all events as necessary, some of which may fall outside of standard business hours.
  • Record and prepare minutes and agenda for assigned meetings, committees, or task forces.
  • Design and prepare reports and presentations for leadership, 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.

In addition to the employee's base salary, this position is eligible for $3,400 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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