Required Qualifications: (As evidenced by an attached resume)
Bachelor's Degree (Foreign equivalent or higher degree) . Two  years of full-time administrative experience in a student services type setting within a Higher-education/academic environment (work experience as a Graduate student will be considered). Events coordination experience. Proficient, professional experience in word processing, spreadsheet management, electronic messaging and internet applications (Microsoft Word, Excel, PowerPoint, Google Apps, etc...).
Master's Degree (Foreign equivalent or higher degree) . Additional years of full-time administrative experience in a student services type setting within a Higher-education/academic environment. Experience coordinating a Graduate and/or Undergraduate Program. Experience working with one or more of the following systems: ApplyYourself, PeopleSoft, Nolijweb, Oracle, Wolfmart, SBU Reporting, SOLAR, AccessVIS, 25Live, OUCampus, TMS, etc. Experience with Research Foundation/SUNY policies and procedures. Experience working with visa/immigration paperwork.
Brief Description of Duties:
Working closely with the Program Director and Assistant to the Chair to responsibly maintain the overall academic integrity, quality and viability of the two Graduate Programs - ESM & CME in the department of Materials Science & Chemical Engineering.
The successful incumbent will have excellent customer service and interpersonal skills, exercising strong organizational and time-management skills with an exceptional attention to detail. Essential for this role is the adeptness to work independently as well as part of a team with a collaborative approach to problem solving. In addition, having experience interacting with individuals at various levels -students, faculty/advisors, staff within the department as well as across the board is required as is having experience working with, and maintaining, confidential information.
Program Coordination & Policy Procedures :
Responsible for coordinating all aspects of the program's academic administrative matters - plan and support graduate curricula, maintain current and assist with the development of new policies/procedures within the department, organizes and records faculty meetings for review of grad students' application files, graduate program committee meetings, assists with agendas and produces progress minutes. As the primary liaison between students, faculty/ advisors/committees, serves as point person and information source for department and graduate school relevant to the programs. Coordinates all graduate program processes in a timely manner and collaborates with program directors, chair and Assistant to the chair (ATC) as needed in the department.
Student Recruitment : Assists with all activities related to attracting prospective students. Work in conjunction with Program Directors to advertise and promote programs, as well as enhance the diversity of the student body. Plans and organizes visits of prospective graduate students in conjunction with faculty, program directors and ATC.
Admissions : Coordinate the department admission process, including applications, petitions, and informing students of committee decisions. Process admission offer letter and declaration form. For admitted international students, collaborate with visa and immigration, and graduate school and maintain status reports on admitted students. Ensure all accepted students' academic files are maintained for department records.
Registration : Coordinate the department registration procedures. As needed, partner with International Academic Programs & Services regarding VISA appointments and processing. Process student's request to register for course forms. Override permissions to register student when necessary. Ensure course enrollment deadlines are met. Provide resolution to course conflicts, monitor add/drop and section changes, place reserves and wait-lists as appropriate, and perform prerequisite screening. Work closely with appropriate parties in relation to those students entering the sequential program.
Advising : Act as a liaison between students and Professors/Program Director. Monitor the progress of students toward degree completion. Prepare candidate files for Program Director's perusal for graduation. Resolve problems with missing or incorrect grades on transcripts; remove advising holds. Ensure effective communication with all parties associated with the graduate program and the department. Effectively communicate upcoming deadlines for change of levels, graduation, defenses and preliminary examinations, to students as needed. Assist students with petition procedures for course waivers, course transfers, as per Graduate program directors' and chair's advice.
Financial Support : Partner with the Department Chair/faculty and ATC to prepare and process all paperwork for graduate student financial support from all funding sources, including State, Research Foundation, Stony Brook Foundation and Fellowships. Work closely with Human Resources to ensure appointment and benefit stability.
Work in conjunction with ATC and process new/renewal contractual agreements for graduate students with Brookhaven National Laboratory in a timely manner. Update and work in sync with ATC on graduate tuition rosters, graduate student pre-travel approvals, graduate program event expenses and/ or other finances associated with the graduate programs in the department
Program Support :
Work closely with the Program Director, Department Chair, Faculty, and Program Committee to improve the administration of the Program in the department Provide administrative support to the Program Committee, their meetings and in implementing their decisions as well as manage any special projects as needed such as mentoring.
Assist with OPTs, CPTs and/or any visa related issues, good standing letters, graduation needs, and all programmatic needs.
Maintain and keep office structured, ensures graduate student mailing lists and mailboxes are maintained and updated each semester, mail/packages and deliveries are distributed to the respective mailboxes and/or messaged for pick up in a timely manner.
Manage the use of the poster printer and maintains all graduate program equipment in the department
Make travel arrangements for the guest speakers, faculty and students, as needed, for seminar and colloquia series and departmental visits.
Develop and manage promotional material for the program etc. and assist, as needed, with any Program events. Maintain graduate/departmental program website with guidance from graduate program directors, chair and ATC. Work with the webpage Graduate Assistant.
Represent the Program at meetings as needed.
Create/update Graduate Students Guide, maintains the Graduate Bulletin in conjunction with the GPD's and monitors/updates the graduate program bulletin.
Records : Keep accurate and complete program and student records with adherence to FERPA regulations, from admissions through graduation clearance including demographic and career history. Provide reports, tuition rosters, and statistics, as needed, in support of program data, program decisions and as needed.
Other duties or projects as assigned as appropriate to rank and department mission such as provide back-up support for additional areas of program or the main office. Pick up and timely distribute paychecks/advices as needed.
This is a full time appointment. FLSA Nonexempt position, eligible for the overtime provisions of the FLSA.
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 at (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 .
Job Field: Administrative & Professional (non-Clinical)
Primary Location: US-NY-Stony Brook
Department/Hiring Area: Materials Science & Chemical Engineering-Stony Brook University
Schedule: Full-time Shift: Day Shift Shift Hours: 9:00am - 5:00pm Pass Days: Sat, Sun
Posting Start Date: Oct 9, 2019
Posting End Date: Nov 9, 2019, 4:59:00 AM
Salary: Commensurate with Experience
Salary Grade: SL2
Appointment Type: Probationary
Internal Number: 1903316
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.