Required Qualifications (as evidenced by an attached resume): Bachelor's degree (foreign equivalent or higher) in business management or related field. In lieu of a Bachelor's degree, a combination of an Associate's degree and two (2) years of full-time administrative experience to include financial management, accounting, budgeting and fiscal reporting responsibilities may be considered. Three (3) years of full-time progressively responsible administrative management experience including financial management, accounting, budgeting and fiscal reporting experience. Proficient in MS Excel. Must have technical proficiency in financial systems.
Preferred Qualifications: Additional two (2) years of full-time administrative management experience including financial management, accounting, budgeting and fiscal reporting experience. Supervisory/management experience. Non-profit budgeting and reporting experience.
Brief Description of Duties: The Office Manager provides support and administrative assistance to the agency Director and is responsible for accounting, reporting, budgeting, purchasing and contracting, agency staff hiring and other administrative operational responsibilities, such as: Stony Brook University reporting and coordination as responsible liaison for all University business related matters, supervision and oversight of office administrative and billing staff, building maintenance and other office functions.
Coordinate Suffolk County DOH and Sun River HealthCare (Health Home) contracts with SBU Procurement and SUNY Central, liaison with SUNY SSW Assistant Dean for Admin and Finance, SBU HSC/HR/Procurement/SSW, Suffolk County DOH, NYS Office of Mental Health and the Health Home and billing contractor regarding budgeting, personnel and other administrative matters.
Develop and manage agency budgets, monitor contract compliance and prepare Consolidated Budget and Fiscal Reports (CFRS) quarterly and annually as required by SC DOH and NYS OMH using approved CFRS software. Prepare back up documentation creating and modifying Excel files as needed. Monitor and balance SUNY IFR and SB Foundation account using SUNY reporting systems. Prepare semi-annual IFR accrual data and budget allocation reports.
Coordinate all aspects of personnel paperwork, interact with SBU SSW, HSC and Human Resources on behalf of the Sayville Project including: hiring and recruitment (TMS requisition preparation), resignation, salary and position changes, workers compensation and year-end performance programs, evaluations submissions.
Create and maintain ledgers for all revenues (NYS Medicaid, SC DOH Net Deficit) and expenses, reconcile AES reports (using SUNY BI) with agency files/records, record expenses and monitor in relation to budget, and report status regularly to Director.
Oversee and supervise office bookkeeping, billing, support staff responsibilities and functions. Supervise Admin Assistant 1 and Admin Assistant 2 (CSEA) staff responsibilities including Medicaid bill and revenue tracking, client service dollars and recording, petty cash management, recording program units of service, account deposits and reconciliation, filing, reception, phone and office equipment. Management of office procedures, maintenance of computer equipment and liaison with UHMC IT technical and support staff.
Responsible for all aspects of purchasing using SUNY SB systems (WolfmartTM) and in compliance with grants and contracts restrictions. Research vendors and contractors, audit and approve payments, create requisitions (WolfmartTM system) for purchasing and encumbrances.
Coordinate building maintenance and liaison with Fortunator Development (building landlord) personnel and maintenance vendors. Coordinate building contract and payments with SBU Procurement and the vendor.
Attend all required agency, SBU, NY State, Suffolk County and Health Home (Sun River HealthCare, Foothold) meetings and trainings. Attend trainings to stay current with procedures for budgeting, agency administration and personnel-human resources. Assist in the development of administrative, IT and billing, systems, policies and procedures for agency contracts including the on-going development of the Medicaid Health Home program. As a member of the agency's administrative and compliance staff, participate in all administrative meetings and forums as required by the Director.
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.
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 may be 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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Official Job Title: Senior Staff Assistant
Job Field: Administrative & Professional (non-Clinical)
Primary Location: US-NY-Sayville
Department/Hiring Area: SUNY Stony Brook, Sayville Project-Stony Brook University
Schedule : Full-time Shift : Day Shift Shift Hours : 8:30 am to 5:00 pm
Posting Start Date: Jun 14, 2021
Posting End Date: Sep 13, 2021, 3:59:00 AM
Salary: $55,000 - $75,000 plus $3,026 location pay.
Salary Grade: SL3
Appointment Type: Temporary
Internal Number: 2102208
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.