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Project Staff Assistant

Required Qualifications (as evidenced by an attached resume):

Bachelor's degree (foreign equivalent or higher). In lieu of a Bachelor's degree, an Associate's Degree (foreign equivalent or higher) and two (2) years of directly related, progressively responsible, full time administrative experience may be considered. One (1) year of full-time administrative experience in a research setting. Excellent computing skills with high proficiency in word processing, spreadsheet management, electronic messaging and internal applications (Microsoft Word, Excel, PowerPoint, Google Apps, etc.).

Preferred Qualifications:

Master's degree (foreign equivalent or higher). Experience supporting a Principal Investigator(s) in an academic/university/ research setting. Knowledge of Research Foundation, SUNY, and University budgets, personnel policy, hiring, visa work expertise, purchasing procedures and the administration of grants. Experience working with and maintaining confidential information. Experience interacting with individuals at various levels within an institution, specifically senior level administrators and Principal Investigators (PI).

Brief Description of Duties:

The Project Staff Assistant will work with the Project Directors to obtain and administer multi-million-dollar funding from diverse sources. The selected applicant will independently manage and administer these funds in fulfilling project goals while complying with all University, State and Federal policies. This position will serve as the primary resource person for all grant-funded personnel within the High Energy Physics Group regarding compliance, visa and personnel matters, permanent and temporary housing options, transportation and travel to national and international research sites and collaborations (i.e., CERN, Geneva, Switzerland; Toyama, Japan; Brookhaven National Laboratory, Upton, New York).

Duties:

+ Work in consultation with Project Directors to prepare yearly grant proposals, projections and reports for various DOE, NSF, BNL and other sources, for multi-million dollar research grants. Manage budgets in order to guarantee project success within the required time period in order to provide timely reports to PIs. Direct and carry out the process of making payments/reimbursements to vendors, seminar speakers, consultants and/or collaborators from companies, laboratories, and universities all over the world. Responsible for planning workshops and conferences, travel itineraries and travel reimbursements to grant-supported personnel.

+ Serve as a resource person to faculty, staff and students to enable group members to successfully navigate and interpret university, state and federal policies (including IRS and INS) regulations by using the internet, talking to relevant authorities by telephone, and attending meetings and workshops offered by the university.

+ Responsible for all human resources transactions such as advising/drafting position descriptions, advertising, recruitment, hiring, promotions, salary increases and termination transactions. Ensure proper compliance with AA/EEO/Affirmative Actions. Initiate numerous communications with personnel and INS to provide and maintain proper visa status of foreigners including foreign students. Maintain records for 8 faculty and approximately 40 supporting personnel.

+ Maintain and direct expenditures from all funding sources. Independently assign sources of funding for all purchases and maintain authority over expenditure of funds. Provide information to group members about sources for purchases and open bids and multiple quotes when required. Independently manage purchases on contract and licensing agreements and resolve any problems. Audit purchase requisition.

+ Other duties as assigned.

Special Notes:

The Research Foundation of SUNY is a private educational corporation. Employment is subject to the Research Foundation policies and procedures, sponsor guidelines and the availability of funding. 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 (https://www.stonybrook.edu/commcms/oea/) .

_In accordance with the Title II Crime Awareness and Security Act_ a _copy of our crime statistics can be viewed_ here (https://www.stonybrook.edu/police/) _._

Visit our WHY WORK HERE (https://www.stonybrook.edu/jobs/working-here/) page to learn about the **total rewards** we offer.

SUNY Research Foundation: A Great Place to Work. (https://www.rfsuny.org/media/rfsuny/documents/hr/RFRecruitmentFlyer.pdf)

The starting salary range (or hiring range) to be offered for this position is noted below, it represents SBU’s good faith and reasonable estimate of the range of possible compensation at the time of posting.

\#LI-TG1

**Job Number:** 2501802

**Official Job Title:** : Project Staff Assistant

**Job Field** : Administrative & Professional (non-Clinical)

**Primary Location** : US-NY-Stony Brook

**Department/Hiring Area:** : Physics and Astronomy

**Schedule** : Full-time

**Shift** : Day Shift **Shift Hours:** : 9:00am-5:00pm :

**Posting Start Date** : May 27, 2025

**Posting End Date** : Jun 26, 2025, 11:59:00 PM

**Salary:** : $67,000 - $78,000

**Appointment Type:** : Regular

**Salary Grade:** : E99

**SBU Area:** : The Research Foundation for The State University of New York at Stony Brook

**Req ID:** 2501802