Administrator of Academic Fiscal Affairs

About the role

The College of Medicine at SUNY Downstate Health Sciences University is seeking a full-time Staff Associate / Administrator of Academic Fiscal Affairs. The Administrator of Academic Fiscal Affairs will serve the College of Medicine and the School of Graduate Studies as the primary point of contact with all departments (chairs and administrators) in the preparation of all HR transactions. The Staff Associate will also support the Senior Staff Associate in serving as a point of contact with Human Resources to help address and resolve issues on behalf of the College and School.

Responsibilities

• Serve as a primary contact on all departmental personnel transactions, ensuring consistency with institutional priorities and SUNY policies.
• Provide guidance and support to department administrators and coordinators on submitted transactions.
• Act as a liaison to Human Resources and other departments to proactively resolving transactional issues and providing responses to requests for additional support for submitted transactions.
• Support the Senior Staff Associate by reviewing and organizing paperwork, assisting with mentoring logistics, and participating in training sessions and meetings hosted by the COM Dean's Office.
• Assist in the processing of College of Medicine personnel transactions by conducting comprehensive review of all transactions to ensure correctness and consistency with COM priorities, and SUNY/HR requirements.
• Support the process for "proposed appointment" letters for faculty candidates whom the Chair of the Department is recommending for hire/appointment.
• Working with the Senior Staff Associate in the COM Dean's Office, maintain version control for proposed appointment letter templates; circulate to Department Chairs and Department Administrators; communicate to departments on status; ensure final approved letter is part of HR package.
• Coordinate financial review of HR transactions with the Senior Associate Dean for Finance to ensure transactions are analyzed for COM and SGS budgetary impact.
• Is responsible for scanning and indexing all transactions/forms for uploading all COM transactions into the College and School database and routing of personnel transactions to Campus Finance, University Hospital, and Human Resources.
• Will manage the timelines and maintain document status across departments to which transactions have been submitted; provide follow-up where necessary.
• Assisting in maintaining Application Extender database of all College and School HR transactions to ensure accurate record keeping.
• Assist with the productivity and efficiency of College of Medicine Dean's Office by collaborating on office-wide initiatives to enhance professionalism, efficiency, and service delivery.
• Special projects as assigned, including but not limited to, providing administrative support to the College of Medicine's LCME reaccreditation (from self-study to site visit to post-visit, a 24-30-month timeframe).
• Assists with other duties as required by the Dean and Senior Associate Dean for Finance and other members of the Dean's Office Leadership team in the College of Medicine.

Required Qualifications

• Bachelor's Degree.
• 5+ years of recent work experience in student services or a related area at the university/college level.
• Proficiency in Microsoft Office Suite, database management, and an interest in developing advanced skills in computer usage and applications.
• Or, a satisfactory equivalent combination of experience, education and training to the above.