Required Qualifications (as evidenced by an attached resume):
Bachelor's degree (foreign equivalent or higher). In lieu of the Bachelor's degree, an Associate's degree and two (2) years of full-time administrative experience may be taken into consideration. Three (3) years of full-time administrative experience in academic/University setting to include human resources, budgets and finance experience. Proficient with Microsoft Suite. Experience with organizing and planning events and/or conferences.
Experience with the software programs: PASS, New Innovations, CBase, axiUm and PeopleSoft. Experience with organizing calendars. Experience with recruitment or employee appointments. Experience with grants (i.e. submissions or budgets).
Brief Description of Duties:
The Senior Staff Assistant will provide professional administrative support for the Department of Periodontology and Division of Endodontics and support the Postdoctoral programs for the Department and Divisions of Periodontology and Endodontics. This position will support department Chair, faculty, and postdoctoral students and will assist in the development, implementation and assessment of pre-doctoral curriculum. The incumbent will also assist in documentation of compliance with the national accrediting organization (CODA).
Evaluate the curriculum, instituting new protocols, tracking resident/faculty performance for the postdoctoral programs in the Divisions of Periodontology and Endodontics. Print and distribute applications from PASS for applicants approved by the departmental Admissions Committee. Schedule interviews with candidates, notify matched applicants of acceptance. Communicate program orientation schedules, ACLS/BLS certification courses and other requirements necessary. Coordinate all clinical rotation schedules this includes hospital rotations, community service clinics, school base programs and any other offsite centers that are affiliated with the School of Dental Medicine (SDM). Ensures that the schedule is generated and distributed to all faculty, residents and staff. Schedule and meet with Department chair and division leaders, to create a master schedule, rotations and assist in yearly updates. Act as a liaison when necessary between University Hospital house staff and the School of Dental Medicine
Coordinate all faculty, administrative support positions which include but not limited to; all personnel transactions, faculty recruitment and appointment packages, visas, monitoring faculty and professional appointments with respect to expiration dates for contract renewal and permanent appointment. Collect annual faculty review self-reports, and annual faculty performance evaluations from faculty for chair's review submit final review to administration. Monitor New Innovations Resident Management System for electronic submissions of resident/student evaluations by faculty and faculty evaluations by residents/students in the Advanced Education Programs. Prepare student files for annual and semi-annual evaluation of resident by program director. Provide all necessary forms and information, including final grade transcripts for graduating residents.
Maintain compliance with CODA Accreditation Standards for Advanced Education this includes but not limited to maintaining all accreditation documents; schedule meetings; maintain all meeting minutes; distribute information to postdoctoral students/faculty as needed and to act as a liaison between resident/faculty and Department chair and division leaders.
Assist in the development of the submission of grant applications as needed, including; reporting requirements and data collection with analysis for current grants; maintaining budget for grant; learning the grant management software PIAI; perform monthly reconciliation of all grants; prepare all requisitions including travel and reimbursements post to account in accordance to the grant. The incumbent will have access to confidential and sensitive information and will be required to take the Office of Research CORIHS CITI Human Subjects Training Course and HIPAA course.
Plan and prepare the department's budget and perform routine monthly reconciliation and analysis for internal and external purposes; which includes maintaining all necessary documentation. Ensure contracts do not expire. Preparation and processing of travel vouchers for faculty and postdoctoral student
Ensure that the day-to-day activities are handled efficiently, accurately, and in the most expeditious manner possible, meeting procedural guidelines and time constraints. Responsible for administrative and clerical support as needed by department faculty and residents for meetings, classes, etc. Maintain a database of all exams, progress reports, students clinical activity, assessments and competency exam progress. Maintain predoctoral course information and schedules on CBase.
Maintain correspondence with School of Dental Medicine faculty, staff, students, residents, Stony Brook University community and outside community via email, phone, or postal mail. Answer the telephone, take messages, distribute and follow up of messages for the department and Postdoctoral Programs for the faculty, staff, and postdoctoral students. Responsible for order, distribution and keeping a record on all office supplies for the Departmental programs and other related programs.
Other duties and projects as assigned, including maintaining optimal functions of office machines (i.e. copy and fax machines) and ordering of supplies and repairs as needed.
This is a full time appointment. FLSA Nonexempt position, eligible for the overtime provisions of the FLSA. Evening and weekend work may be required at times.
Essential Position: This has been designated as an essential position based on the duties of the job and the functions performed. Positions that are designated as such are required to report to work/remain at work even if classes are cancelled, and the campus is working on limited operations in an emergency.
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.
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