Required Qualifications (as evidenced by an attached resume):
Bachelor's degree (foreign equivalent or higher). Two (2) years of full-time administrative experience. Highly proficient, professional experience in word processing, spreadsheet management, electronic messaging and internet applications (Microsoft Word, Excel, PowerPoint, and Google Apps (Docs, Sheets, Slides, Drive, Calendar, GMail) etc...).
Master's degree (foreign equivalent or higher). Experience working in a student services type setting within a higher-education/academic environment (i.e. advising, Admissions, Financial Aid, Registrar, Counseling). Undergraduate or Graduate student work experience to be considered. Experience coordinating a Graduate and/or Undergraduate Program. Experience working with one or more of the following systems: ApplyYourself, PeopleSoft, Nolijweb, Oracle, Wolfmart, SMRT, SBU Reporting., SOLAR, AccessVIS, 25Live, OUCampus, Taleo (TMS), PIAI, etc. Experience with Research Foundation/SUNY policies and procedures. Experience working with visa/immigration paperwork. Experience with budgets, account reconciliation and/or procurement. Event planning experience. Experience with graphic design.
Brief Description of Duties:
Working closely with the Program Director, this position is responsible for maintaining the overall academic integrity, quality and viability of the undergraduate major and minor in English, the English Teacher Education Program, the Accelerated BA/MA Program and the English Honors Program. The incumbent is responsible for providing continuous comprehensive assistance to Undergraduate students from matriculation to graduation, on courses as per guidelines.
The successful incumbent will have excellent interpersonal skills, exercising strong organizational 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.
The Program Director also notes that the successful incumbent should be comfortable interacting with individuals at various levels within an institution as well as the general public whenever necessary.
Program Coordination : Responsible for coordinating all aspects of the programs' academic administrative matters, such as academic planning, administering program policies/procedures, student recruitment, admissions, registration, financial support, and advising; course catalog, department brochures, and grades reporting. As the primary liaison between students, internal faculty advisors/committees and external Program members, s erve as point person and information source for all University and departmental policies and procedures relevant to the programs .
Student Recruitment : Assist with all activities related to attracting prospective students. Work in conjunction with Program Director to design new methods to advertise and promote program, as well as enhance the diversity of the student body.
Admissions : Coordinate the admissions process, including applications, petitions, and informing students of committee decisions.
Registration : Coordinate the 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. Closely monitor course enrollment. Provide resolution to course conflicts, enter master scheduling of courses on-line, monitor add/drop and section changes, place reserves and wait-lists as appropriate, and perform prerequisite screening. Works closely with appropriate parties in relation to those students entering the sequential program.
Advising : Advise current and prospective students in individual and group settings on an ongoing basis for the programs, and communicate on a regular basis about courses, majors, degree requirements, and policies/procedures with students, program directors and/or others as per NYS guidelines. Will act as a liaison with students on behalf of Professors/Program Director. Monitor the progress of students toward degree completion, and perform related administrative, academic advisory, and editorial duties. Prepare candidate files for Program Director's perusal for graduation. Resolve problems with missing or incorrect grades on transcripts; remove advising holds. As requested, provide Program Director with administrative support for university awards, scholarships, and fellowships. Send notification to students and on-line clearance of graduation candidates. Ensure students complete college requirements and current university policies and deadlines are met.
Financial Support : Partner with the Program Director, 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.
Program Support : Work closely with the Program Director, Department Chair, Faculty, and Program Committee to improve the administration of the Programs. Provide administrative support to the Program Committee, their meetings and in implementing their decisions as well as coordinate any special projects as needed such as mentoring.
Coordinate program degree requirements: Coordinate writing requirements, course substitutions, transfer course/credit evaluations and course registration permissions; review and forward to the appropriate professor with applicable supporting documentation. Coordinate new course approvals/revisions or deletions.
Assist the ATC, as needed, in the coordination of the departmental Fall/Spring/Summer session programs/classes and tentative year in-advance scheduling.
Manage faculty book orders, course syllabi, course descriptions, grade change forms, teacher evaluations, and schedule classrooms for final exams.
Assist with faculty reimbursements and purchasing of supplies or equipment. Ensure all expenses for individual faculty or departmental revenues are processed and expense reports maintained.
Manage promotional material for the program (Open House, Orientation, website, Blackboard, newsletter, marketing, etc.) and assist, as needed, with any Program events such as Commencement, recruitment, and ceremonies.
Represent the Program at meetings as needed. Interact with other University offices as needed, i.e. the Graduate School, Dean's Office, International Academic Programs, Registrar's Office, Student Accounts and other academic departments as necessary.
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 and program decisions.
Student Appointments : Recruit, approve, process and supervise all Federal Work Study and student assistant appointments. Approve hours in SOLAR 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.
This is a full time appointment. FLSA Nonexempt position, eligible for the overtime provisions of the FLSA.
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 Institutional Diversity and Equity at (631) 632-6280 or visit OIDE .
In accordance with the Title II Crime Awareness and Security Act a copy of our crime statistics can be viewed here .
Job Field: Administrative & Professional (non-Clinical)
Primary Location: US-NY-Stony Brook
Department/Hiring Area: English-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: Feb 11, 2020
Posting End Date: Mar 4, 2020, 4:59:00 AM
Salary: $47,000-$50,000, commensurate with experience
Salary Grade: SL2
Appointment Type: Temporary
Internal Number: 1904493
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.