Senior Administrative Assistant

Required Qualifications (as evidenced by an attached resume):
High School Diploma/GED. Five (5) years of full-time progressively responsible administrative experience. Experience with Microsoft Suite and/or Google Docs.

Preferred Qualifications:
Bachelor’s degree (foreign equivalent or higher). Budget management experience. Experience with purchasing and inventory management. Accounts payable/receivable experience. Database experience i.e. Taleo, PeopleSoft, Wolfmart, Salesforce, etc.

Brief Description of Duties:
The Senior Administrative Assistant will coordinate all budgetary, purchasing, billing and administrative responsibilities for the Scientific Affairs department.

Budgetary Responsibilities

• Work in consultation with the Director to prepare yearly budget projections and reports.
• Monitor and audit the departmental budget on an ongoing basis. Prepare detailed monthly income and expenditure
• reports.
• Maintain all budgetary records and prepare reports on the annual budget for the Administration.
• Attend any Administrative budget meetings with the Director, as required, and provide budgetary information.
• Update the fee schedule annually and assure that fees are representative of animal usage, income, and expenses.

Purchasing and Inventory

• Responsible for accounting all departmental expenditures, auditing expenditures, and reconciling expenditures against budgetary guidelines. Prepare written reports and analyses, as required.
• Oversee processing procedures for payment of monies from investigators into DLAR-IFR accounts for animal purchases, feeds, and special supplies.
• Assign source of funds for all purchase requisitions as initiated by DLAR staff using the appropriate IFR, RF or SBF fund source.
• Maintains signature authority to sign for purchases.
• Research and provide information regarding sources for supplies, equipment, and animals. Oversee maintenance of a current list vendor list and price lists for all supplies and animals purchased by DLAR.
• Monitor all purchases on contract. Monitor service provided on maintenance contracts for equipment to assure that the charges reconcile with the service performed.
• Oversee the contact of vendors for availability, delivery, complaints, returns, etc. concerning purchased items. Research sources of unusual animals.
• Prepare, revise and monitor all DLAR inventories (as below) and prepare reports for the Director, as required.
• Consult with Director and make recommendations for more efficient inventory practices.

Auditing and Billing

• Audit and reconcile all charges to DLAR on State, IFR, and Stony Brook Foundation accounts including budget account reports, telephone charges, VISA bills, mail charges, etc.
• Monitor, audit, and prepare all accounts payable to DLAR for services rendered using the LAMBS and OSA software systems including investigator bills and CPMP/OEM expenses.
• Monitor and manage all income and expenditure functions of the DLAR fiscal activities. Update investigator accounts in LAMBs as needed.
• Perform monthly billing and monitor payment status. Recommend ways to improve the billing methods and fee collection.
• Perform monthly reconciliation of AES and cash collection reports.

Administrative

• Maintain database and all departmental personnel files.
• Provide guidance for employees on how to obtain personnel-related information or petty cash reimbursements.
• Prepare required documents for recruiting, employment, upgrades, or termination of DLAR staff, as assigned by the Director.
• Supervise the DLAR Administrative Assistant and provide coverage of duties in their absence.
• Other duties as assigned.

Special Notes:
The Research Foundation of SUNY is a private educational corporation. Employment is subject to the Research Foundation policies and procedures, sponsor guidelines and the availability of funding. FLSA Non Exempt position, eligible for the overtime provisions of the FLSA.

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 canceled, 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.

If you need a disability-related accommodation, please call the university Office of Equity and Access (OEA) at (631) 632-6280 or visit OEA.

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