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Department 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) additional years of full-time experience (as described below) may be considered. Two (2) years of full-time administrative experience which may include HR-related activities, including working with supervisors and employees as well as providing counsel on, and interpretation of, policies and procedures. Budget and financial accounts management experience. Experience liaising with human resources. Experience with Google Applications, or similar software.

Preferred Qualifications:

Working knowledge of the differences between Research Foundation (RF) and State University of New York (State) employment. Experience with processing and administering visa transactions. Experience with grant proposal processes and grant administration. Experience working on complex research grant applications. Experience with the submission of grant applications through electronic systems, to include Fastlane and/or Grants. Gov. Experience in a University Sponsored Program (or equivalent) unit, with responsibilities for submitting proposals. Experience working with University electronic administration systems such as: PeopleSoft, RF Report Center, SUNY BI finance system, Wolfmart, Taleo, TMS or other human resources systems. Working knowledge of SUNY State, Research Foundation (RF), and/or Stony Brook Foundation (SBF) budget, personnel, and/or purchasing policies & procedures.

Brief Description of Duties:

Stony Brook University Department of Biochemistry and Cell Biology (BCB), in the College of Arts and Sciences (CAS) seeks a Department Staff Assistant. The Department Staff Assistant will report to and work closely with the BCB departmental administrator and chair, in a very high volume, multi-dimensional role. The position will be directly responsible for independently managing the administration of two highly visible and important components of the BCB administration: human resources and grants & proposals management. As the primary liaison with the University HR office, the Incumbent independently manages all the activity related to position description development, new hires and reappointments, payroll matters, visa and immigration, AA/EEO and university compliance, performance documentation management, etc. The incumbent facilitates all faculty grant submissions (through MyResearch and sponsor systems) and associated efforts working with Principal Investigators, collaborators, and sponsors, ensuring effective and efficient administrative support is provided to advance the research missions of BCB. This position requires a skilled professional who demonstrates a high level of independence and sensitivity regarding all personnel and budgetary matters and the ability to maintain strict confidentiality. The ideal candidate will have the ability to work collaboratively in a team environment and must be accustomed to meeting deadlines. The selected candidate will use sound judgment in making decisions with a focus on providing excellent customer service. To be successful in this position, the incumbent will need to be a self-starter with an ability to make independent decisions that adhere to applicable management standards and expectations in a fast-paced, high-volume environment. Outstanding organizational skills and exceptional attention to detail are essential traits for success in this role to effectively and independently administer the day-to-day workflow required in the position. Ideal candidate will have proficiency in managing projects and tasks from inception to completion. The ideal candidate will also have exceptional interpersonal and problem-solving skills, and the ability to adapt to a changing work environment. Personnel, Recruitment, and Process Management: This position will be responsible for the bulk of the day-to-day human resources transactions in BCB to include:

Personnel, Recruitment, and Process Management:

+ Write/create position descriptions, devise recruitment packages, establish and charge search committees, advance, and disposition candidate files through electronic applicant system, close searches, manage offers and onboard new hires, initiate pre-employment in a timely manner. Process all employment-related transactions related to existing appointments for all BCB staff, technicians, postdoctoral fellows, salaried and non-salaried adjuncts, volunteers, affiliates, summer project aides, and retirees.

+ Initiate and approve BCB Visa application requests related to international visiting scholars. scientists, and international hires. Ensure proper visa types for visitors (paid or unpaid).

+ Develop internal procedures and implement already established HR policies. Under the direction of the BC administrator, provide guidance to faculty and staff on HR-related matters of the university, state and/or RF policies and procedures (e.g., time and attendance rules, policies, benefit plans, and enrollment deadlines and waiting periods, payroll deadlines. direct deposit, deductions, lags, etc.).

+ Assist new State/RF hires with information and resources to facilitate transition into the department and campus community.

+ Monitor state staff end dates for permanent appointment eligibility. Coordinate with supervisors in the submission of permanent appointment packages. Under the direction of the BC administrator, ensure all performance evaluation and program documents are processed in a timely manner and are 100% compliant. Oversee the administration and maintenance of BCB personnel files. Track and coordinate the department human resource documentation.

Proposal Grants Administration: Directly support faculty with proposal preparation, renewals and submission to various sponsor agencies. Serve as the primary Departmental liaison with the Office of the Vice President for Research for matters related to BCB Research applications and contract/grants which can often be complex.

+ Help with the preparation of and coordination of proposal submissions: interpret and comply with sponsor guidelines while working with BCB faculty collaborators and the Office of Sponsored Programs to compile the necessary documents for a competitive proposal.

+ Highlight important and/or unusual qualifying/disqualifying points of RFP/solicitations, develop submission timetables, schedule meetings with research teams, develop budgets and supportive budget justifications, providing formatting assistance when possible.

+ Coordinate proposal components so that submissions are timely.

+ Work closely with faculty PI and collaborators to assemble all materials using official sponsor package (e.g., NSF Fastlane, Grants.Gov, etc.), ensuring compliance with all SBU, state and federal regulations and adhering to formatting requirements.

+ Set up MyResearch application for university routing/approval of the proposal, ensuring the required components are included prior to submission. Submit proposals through the university system, and subsequently through sponsor systems, ensuring error-free acceptance by established deadlines.

+ Train faculty on proposal submission systems and associated needs (budget preparation, following RFP requirements, etc.).

+ Obtain and maintain signature authority and monitor state staff end dates for permanent appointment eligibility. Coordinate with supervisors in the submission of permanent appointment packages.

+ Monitor RF Report Center for approaching term dates on projects/awards. Communicate with the research team to ensure No-Cost Extensions (NCE), budget reallocation/revision requests, and other administrative actions that require sponsor approval are applied for in a timely manner.

+ Provide guidance to ensure compliance with university financial policies, sponsor proposal requirements, and applicable laws, policies and procedures. Evaluate and recommend operational efficiencies and improvements to business processes.

+ Other duties and projects as assigned, appropriate to rank and mission.

**Special Notes** :

This is a full-time appointment. FLSA Non Exempt position, eligible for the overtime provisions of the FLSA.

In addition to the employee's base salary, this position is eligible for $4,000 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 (https://www.stonybrook.edu/commcms/oea/) .

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**Job Number:** 2502758

**Official Job Title:** : Staff Assistant

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

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

**Department/Hiring Area:** : Biochemistry and Cell Biology

**Schedule** : Full-time

**Shift** : Day Shift **Shift Hours:** : 9-5 :

**Posting Start Date** : Aug 1, 2025

**Posting End Date** : Aug 31, 2025, 11:59:00 PM

**Salary:** : $55,000 - $65,000

**Appointment Type:** : Term

**Salary Grade:** : SL2

**SBU Area:** : Stony Brook University

**Req ID:** 2502758