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Ombudsman, Stony Brook Medicine

Required Qualifications (as evidenced by an attached resume):

Master’s degree (foreign equivalent or higher). Three (3) years of full-time experience in a clinical/counseling position. Supervisory experience.

Preferred Qualifications:

Experience with Microsoft Office and/or Google applications. Experience within a higher education environment. Experience with dispute resolution. Experiencing designing and delivering trainings. Experience with managing budgets. Experience with data management and/or reporting.

Brief Description of Duties:

An organizational ombuds office functions as a designated neutral working with individuals and groups to provide impartial and independent consultation. This role advocates for fair and equitably administered processes. The incumbent promotes this standard in both the content and administration of the University’s practices, processes and policies. It’s the responsibility of the Ombudsman to consider the legitimate concerns and interests of all individuals affected by the matter under consideration. The Ombudsman does not have decision-making authority, does not take sides in disputes, and does not have a personal interest or stake in the outcome of any matter.

The Ombudsman functions in a manner that is consistent with the principles of the International Ombudsman Association (IOA) Standards of Practice and Code of Ethics and operates in accordance with best practices to serve the mission of the University. Except as noted below, the Ombudsman holds the identity and all communication with those who visit the office in strict confidence and does not disclose confidential communication unless given permission to do so, or where, in the judgment of the Ombudsman, disclosure is necessary because of an apparent imminent risk of serious harm. In order to protect the safety of the members of the University community, the Ombudsman may not be able to maintain the confidentiality of certain disclosures involving potential harm to self or others. Additionally, the Ombudsman refers formal complaints of discrimination in violation of any applicable law including sexual harassment to the Office of the Title IX Director and ODAA. Must maintain membership and participation in relevant professional associations and attend professional development workshops and conferences as finances allow in order to enhance ombudsman skills and knowledge and to stay current on critical ombudsman issues. Incumbent must have excellent interpersonal, written and verbal communications skills.

Dispute Resolution, Consultation, and Referral:

+ Provide impartial conflict resolution services as needed. Meet with clients to assess the nature of their inquiries or problems. Remain independent, neutral and impartial and exercise good judgment. Clarify issues and generate options for resolution or to determine an alternate course of action. Conduct informal fact-finding and make referrals. Consult with department managers and appropriate individuals to develop cooperative strategies for resolving concerns and complaints. Facilitate communication, indirectly or through shuttle diplomacy. Assist in establishing collaborative agreements through informal mediation among parties. Offer coaching to help clients prepare for a difficult conversation with supervisors, administration or instructors. Assist clients with information and interpretation of University policies and procedures. Assist clients with enhancing their capacity to deal effectively with situations on their own. Conduct ongoing follow-up in a timely and efficient manner to determine outcome and further need of assistance.

Organizational and Systemic Concerns/Systemic Change:

+ Serve as an institutional resource for resolving complaints and disputes. Must be knowledgeable about the university, its structure, culture, policies and practices. Support overall capacities of institutional units to productively manage change and enhance communication. Establish and maintain effective working relationships with University personnel at all levels. Identify tools and resources needed to help academic and administrative units address complex problems. Give regular upward feedback to management and senior leadership about organizational issues and trends. Recommend to management and senior leadership revisions in policies and/or practices and improvements in the academic and workplace climate.

Outreach and Evaluation of Ombudsman Services:

+ Responsible for ongoing education and communication about the office’s role to all potential inquirers. Review and update promotional materials including brochure and website. Provide a voluntary, anonymous survey to clients for feedback about their contact with the Ombudsman and the office’s services. Review survey responses and note areas for improvement in both practice and service delivery.

Education and Training:

+ Engage in a review of professional literature and training material on ombudsman theory and practice, alternative dispute resolution, workplace civility and related topics to enhance knowledge and skills. Design and conduct training programs on such topics as: creating a positive work environment/civility, communication, dispute/conflict resolution, negotiation, change management, team building and related topics.

Data Collection, Analysis, Reports:

+ Enter individual client data without any identifying information into a secure software database program. Compile aggregate data for identification of trends, patterns or problem areas in existing policy and practices. Ensure that personally identifiable information is not maintained in any permanent record and that notes are destroyed once cases are closed. Monitor and analyze statistical data and produce monthly and annual reports that include information on general trends and patterns of complaint.

Administrative Functions:

+ Maintain administrative records, including fiscal operations, budget reports, and procurement. Coordinate office operations including calendar appointments, meetings and trainings. Maintain and update the Ombuds Office website using the Content Management System including promotion of outreach and training activities. Handle budget tasks and record keeping in conjunction with the VP Coordinator. Ensure the confidentiality of the office in accordance with the principles of IOA standards of practice while adhering to the requirement to refer formal complaints of discrimination in violation of any applicable law including sexual harassment to the Office of the Title IX Director and ODAA.

Other duties or projects as assigned as appropriate to rank and departmental 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 $4,000 UUP annual location pay, paid biweekly.

Evening and weekend work may be required at times.

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.

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**Job Number:** 2504485

**Official Job Title:** : Counselor

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

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

**Department/Hiring Area:** : DI3 - Equity & Inclusion

**Schedule** : Full-time

**Shift** : Day Shift **Shift Hours:** : 8:30 a.m. - 5:00 p.m. :

**Posting Start Date** : Dec 2, 2025

**Posting End Date** : Dec 17, 2025, 4:59:00 AM

**Salary:** : $120,000-$140,000

**Appointment Type:** : Term

**Salary Grade:** : SL3

**SBU Area:** : Stony Brook University

**Req ID:** 2504485