Department Staff Assistant

Department Staff Assistant

The ideal candidate will have a strong understanding of HR processes and regulations, as well as excellent communication and interpersonal skills. The ability to work independently, manage multiple tasks, and maintain confidentiality is crucial for this role. As the primary liaison with the University HR office, the Incumbent independently manages all activities related to position description development, new hires and reappointments, payroll matters, visa and immigration, AA/EEO and university compliance, performance documentation management, and other relevant tasks. This position requires a skilled professional who demonstrates a high level of independence and sensitivity regarding all personnel, as well as the ability to maintain strict confidentiality and discretion. The ideal candidate will be able to work collaboratively in a team environment and must be accustomed to meeting deadlines. The selected candidate will exercise sound judgment in making decisions, with a focus on delivering excellent customer service. To be successful in this position, Outstanding organizational skills and exceptional attention to detail are essential, enabling effective and independent administration of the day-to-day workflow. An ideal candidate will have proficiency in managing projects and tasks from inception to completion. The ideal candidate will also possess exceptional interpersonal and problem-solving skills, as well as the ability to adapt to a changing work environment.

Personnel, Recruitment, and Process Management: This position will be responsible for the bulk of the day-to-day human resources transactions in BCB, including:

Personnel, Recruitment, and Process Management:

• Write/create position descriptions, devise recruitment packages, establish and charge search committees, advance and disposition candidate files through the electronic applicant system, close searches, manage offers, onboard new hires, and initiate pre-employment promptly. Process all employment-related transactions related to existing appointments for all BCB staff, Research technicians, postdoctoral fellows, salaried and non-salaried adjuncts, volunteers, affiliates, summer project aides, and retirees.

• Develop internal procedures and implement already established HR policies. Under the direction of the BC administrator, provide guidance to faculty and staff on HR-related matters of the university, state, and/or RF policies and procedures (e.g., time and attendance rules, policies, benefit plans, and enrollment deadlines and waiting periods, payroll deadlines, direct deposit, deductions, lags, etc.).

• Monitor the end dates of RF employees who are reappointed on grants for payroll purposes. For state staff appointments to ensure permanent appointment eligibility. Coordinate with supervisors to submit permanent appointment packages. Under the direction of the BC administrator, ensure all performance evaluations and program documents are processed promptly and are 100% compliant. Oversee the administration and maintenance of BCB personnel files. Track and coordinate the department of human resources documentation.

• Assist with new State/RF hires with information and resources to facilitate their transition into the department and campus community.

• Initiate and approve BCB Visa application H1B or J1 requests for international visiting scholars, scientists, and hires. Select proper visa types for all visitors (paid or unpaid)

Department Seminar Program Coordinator:

• The Department Staff Assistant will handle all administrative aspects associated with the seminar program. Includes meeting with the faculty host to discuss specifics for their invited speaker, creating invitations for prospective seminar speakers, scheduling speaker itineraries, tracking and processing related reimbursements, accurately publicizing the seminar on Campus Announcements and the Department website, and preparing forms for honorariums for invited speakers. Creates invitations for prospective seminar speakers, providing and scheduling speaker itineraries, including dinner, lodging, car service, and process-related reimbursements. Accurately publicize the seminar on Campus Announcements and the Department website, with distribution of seminar notices via email to the campus community.

Faculty Research Seminar:

• Organize monthly faculty research seminars during the academic semester. Manages logistical arrangements for seminars.

Departmental Room Reservation & Mail Room & Telephone Directory List

• Maintain the reservation Google Drive calendar for all conference rooms, is posted on Google Drive in the appropriate rooms. Update the Google Group email list when employees are hired and remove those who have been terminated. Retrieves and sorts mail from the mail room.

• Other duties and projects as assigned, appropriate to rank and mission

Special Notes:
This is a full-time appointment. FLSA Non Exempt position, eligible for the overtime provisions of the FLSA.

In addition to the employee's base salary, this position is eligible for $4,000 UUP annual location pay, paid biweekly.

For this position, we are unable to sponsor candidates for work visas.

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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