Required Qualifications (as evidenced by an attached resume):
Bachelor's degree (foreign equivalent or higher). Two (2) years of directly related, progressively responsible, full-time experience in a business, legal or similar environment. Proficiency in Microsoft Word, Excel along with email and calendar software.
Bachelor's degree (foreign equivalent or higher) in Business Administration or a closely related field. Paralegal certificate. Demonstrated experience in the administration of FOIL. Demonstrated experience in records management. Experience performing legal research. Experience using Adobe Acrobat Pro. Demonstrated experience using Microsoft PowerPoint. Experience in developing and maintaining Websites.
Brief Description of Duties:
The purpose of this position is to provide staff support for the University's Freedom of Information Law, Records Management, Internal Audit, and Internal Control Programs. The selected candidate will have excellent research, analytical, and communication skills. They will be responsible for the following:
Serves as the primary point of contact for all Freedom of Information (FOIL) requests received by the University. Under the direction of the Records Access Officer, the incumbent will review and assess FOIL requests and ensure applicable University compliance with regard to such requests.
Coordinating and prioritizing to ensure timely response to all requests.
Maintaining records and tracking system for all FOIL activity.
Working with University departments in the retrieval and review of records to ensure that appropriate information is provided in accordance with established guidelines and statutory exemptions.
Developing/coordinating appropriate written responses to FOIL requests for the Records Access Officer.
Communicating in writing and verbally on behalf of the University with various entities, organizations and/or individuals, internally and externally, regarding the status of their FOIL requests.
Seeking guidance and receiving direction from the Records Access Officer as appropriate to ensure proper documentation and appropriate responses to requesters.
Keeps abreast of State and federal laws and regulations regarding FOIL and the administration of FOIL requests. Conducts legal research where necessary (including Advisory Opinions and case law on FOIL) and may work with the Office of General Counsel where needed.
Prepares reports on FOIL activity.
Support the University's Records Management Program under the direction of the University's Records Management Officer (RMO). This includes:
Consulting with appropriate divisions and departments to ensure campus records are correctly retained and where appropriate, disposed of in accordance with applicable records retention schedules and policies..
Working with division/department record custodians to assess physical spaces where records are stored for proper environmental conditions and adequate security and access control.
Communicating and working with the University Archives when historical records are found on campus.
Working with personnel in Environmental Stewardship, Division of Information Technology and with division/department record custodians to facilitate and encourage destruction of paper and electronic records that may have been held beyond their retention period.
Educating and training faculty and staff on records management.
Working with the Office of General Counsel, Division of Information Technology, the RMO and other appropriate departments as assigned on E-Discovery issues per SUNY Policy #6610.
Support the University's Internal Audit and Internal Control Programs. This includes:
Assist in conducting internal control reviews of functional areas identified by risk assessment and/or SUNY.
Assist in the development and presentation of Internal Control education and training programs and in tracking the completion of training by campus employees.
Assist in tracking Internal Control program activities.
Assist in documenting required risk assessments related to the Internal Control and Internal Audit Programs.
Assist in gathering information necessary for Internal Control and Internal Audit Program reporting.
Maintaining Internal Audit and Internal Control databases/tracking systems.
Serve as executive assistant to the AVP for Audit & Management Advisory Services/Records Access Officer. This includes:
Updating and maintaining Audit & Management Advisory Services Website, including segments for Internal Audit, Internal Control, FOIL, Records Management.
Scheduling meetings required by the AVP/Records Access Officer and other audit staff.
Maintaining the calendar for the AVP/Records Access Officer.
Processing departmental purchasing, including management of the Office procurement card.
Tracking expenditures and monitoring department budgetary accounts.
Other duties or projects as assigned as appropriate to rank and departmental mission.
This is a Management Confidential position. 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.
Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Governor's Office of Employee Relations a t (518) 474-6988 or via email at
About Stony Brook:
Stony Brook University, home to many highly ranked graduate research programs, is located 60 miles from New York City on Long Island's scenic North Shore. Our 1,100-acre campus is home to 24,000 undergraduate, graduate, and doctoral students and more than 13,500 faculty and staff. SBU is a comprehensive research-intensive university and a member of the prestigious Association of American Universities (AAU), which includes 34 public universities among its 62 members. SBU consists of 12 schools and colleges and a teaching hospital that provides state-of-the-art healthcare in the Long Island region. SBU also manages and performs joint research with Brookhaven National Laboratory, the only Department of Energy Laboratory in the Northeast, and shares doctoral programs with Cold Spring Harbor Laboratory, a world-renowned molecular biology institute. Home to the Emerson String Quartet, the Jackson Pollock House in East Hampton, New York, the Humanities Institute, and the Southampton Arts Program, and with endeavors that extend to the Turkana Basin Institute in Kenya and the Ranomafana National Park in Madagascar, SBU sustains an international reputation that cuts across the arts, humanities, social sciences, and natural sciences.
Stony Brook University/Research is an Equal Opportunity /Affirmative Action Employer. We encourage all to apply including individuals with disabilities and protected veterans.
If you need a disability-related accommodation, please call the University Human Resource Services Department at (631) 632- 6161 or the University Hospital Human Resources Department at (631) 444-4700. In accordance with the Title II Crime Awareness and Security Act, a copy of our crime statistics is available upon request by calling (631) 632- 6350. It can also be viewed online at the University Police website at http://www.stonybrook.edu/police .
Official Job Title: Assistant for University Financial Analysis
Job Field: Administrative & Professional (non-Clinical)
Primary Location: US-NY-Stony Brook
Department/Hiring Area: Audit & Management Advisory Services-Stony Brook University
Schedule: Full-time Shift: Day Shift Shift Hours: 8:30 a.m. - 5:00 p.m. Pass Days: Sat, Sun
Posting Start Date: Oct 8, 2019
Posting End Date: Nov 8, 2019, 4:59:00 AM
Salary: Commensurate with experience.
Salary Grade: MP5
Appointment Type: Regular
Internal Number: 1902539
About Stony Brook University
FROM ITS BEGINNINGS A HALF-CENTURY AGO, STONY BROOK UNIVERSITY HAS BEEN CHARACTERIZED by innovation, energy and progress, transforming the lives of people who earn degrees, work and make groundbreaking discoveries here. A dramatic trajectory of growth has turned what was once a small teacher preparation college into an internationally recognized research institution that is changing the world.