Department Administrator

FLSA Exempt position, not eligible for overtime. This is an essential position; incumbents may be required to report to work during emergencies or campus closures. Work visa sponsorship is not available for this role.

About the Role

The Department Administrator is critical to the core research objectives, academic mission, and overall excellence of the Department. This role encompasses wide-ranging responsibilities including Budget and Fiscal Management, HR Management and Supervision, Grant Administration, and administrative support to the Chair, faculty, and staff. The Department Administrator acts with a high degree of autonomy on complex tasks and serves as the primary liaison to various high-level offices. Excellent organizational, time-management, and interpersonal skills are essential.

Responsibilities

Department Administration

• Provide leadership in managing all administrative aspects of the Department, including operational and strategic planning, fiscal management, and oversight of facilities, equipment, and personnel.
• Educate and assist faculty, staff, and students in navigating University and Renaissance School of Medicine (RSOM) regulations, policies, and procedures (e.g., events, travel, moving, reimbursement expenses, and benefit packages).
• Advise and assist faculty with pre- and post-award grant preparation and administration; supervise grants management.
• Maintain close communication with and provide assistance to the Chair on budget and financial matters, grant administration, personnel issues, faculty promotion and tenure, and compliance with School of Medicine and University requests and regulations.
• Serve as the liaison and face of the Department between various administrative offices and units across the University and RSOM.
• Assist in the supervision of the administrative staff for the Medical Science Training Program (MSTP).

Budget and Fiscal Management

• Manage all fiscal operations for the Department of Pharmacological Sciences from various funding sources, including State IFR, Research Foundation/Grants, IDC, Stony Brook Foundation (SBF), matching funds, royalty, and Dean’s funds.
• Develop budget proposals, policies, and fiscal guidelines that support Department goals and growth.
• Develop projection reports and advise the Chair on strategies to meet fiscal needs, implications, and consequences.
• Determine, monitor, and control expenditures required to manage operational, research, and personnel expenses.
• Track start-up funds and assist faculty with research award budget management.
• Monitor and track allocations to ensure proper and accurate administration.
• Resolve account discrepancies independently, working with campus offices such as Procurement, Accounts Payable, Accounting, SBF Accounts Payable, Grants Management, and Sponsored Programs.
• Maintain detailed and accurate records of revenues and expenses.
• Project financial needs of the Department on both a short-term and annual basis.
• Troubleshoot problems and questions concerning Department and University/RSOM policies and procedures.
• Ensure compliance with all State and Federal regulations.
• Manage revenue and oversee monthly invoicing for iLab, IFRs, Core facilities, and several T32 training grants.
• Serve as liaison with university comptrollers, grants, accounting, governmental agencies, and foundations.
• Communicate with high-level administrative offices within SUNY.
• Provide oversight for management of Departmental shared equipment in coordination with the Director of Facilities, including contract agreements, renewal dates, costs, and repairs.
• Coordinate acquisition of new equipment and supplies required for research and teaching with the Chair, faculty, and Director of Facilities.

Grant Administration

• Advise and assist principal investigators in the Department with grant submissions, preparation of grant packages, and development of proposal budgets.
• Assist faculty in monitoring research budgets and preparing financial analysis based on external agency funding, personnel costs, and laboratory expenditures.
• Ensure compliance with sponsoring agencies and keep faculty informed of regulations and deadlines.
• Track Departmental research grant activity.
• Certify effort and cost sharing of faculty and research personnel for accuracy and compliance with University/RSOM policies.
• Identify salary offset funds and transactions.
• Prepare financial and productivity reports related to research grant proposals and grant awards for the Dean’s office.
• Maintain a database with information on current faculty research awards.
• Keep faculty informed of upgrades in electronic grant submissions through grants.gov, ASSIST, and My Research.
• Represent the Department on the Department Administrator Committee (DAC) to stay informed of upcoming changes and share information with faculty and staff.
• Review and approve grant proposals to ensure compliance with departmental and RSOM policies.
• Review and approve compliance requests to ensure faculty and laboratories meet established rules.
• Liaise with Sponsored Programs and Grants Management.

Human Resources Management and Supervision

• Oversee HR and personnel-related activities for faculty, administrative staff, research staff, and students.
• Ensure sufficient salary budget allotment for employees.
• Administer personnel transactions such as appointments, renewals, promotions (APT promotions and NTP permanent appointments), changes, salary increases, and terminations.
• Develop and submit position descriptions and recruitment plans for new faculty via Interfolio and staff positions via TMS; assist project directors and staff with the same.
• Provide support to and serve on Department search committees; assist with faculty recruitment efforts.
• Oversee and lead Main Office, Grants Manager Specialists, Undergraduate and Graduate direct reports, including recruiting, hiring, setting objectives, workload distribution, addressing personnel issues, conducting annual performance evaluations, counseling, approving time off, and facilitating staff professional development.
• Identify opportunities for team training and skills advancement.
• Provide direction for team members, coordinate projects, and update staff.
• Conduct weekly meetings to ensure essential duties are being met.
• Oversee and lead the IT Director and Facilities Manager in addressing repairs and service calls.
• Supervise non-faculty personnel administration, including work-study students.
• Develop, review, and continuously evaluate office procedures; recommend operational improvements.
• Review staffing needs with the Chair.

Special Projects Administration

• Serve on the Finance Committee, Space Committee, Diversity Committee, and other assigned committees.
• Participate in University test projects for implementing new systems such as My Research, ASSIST, and TMS.
• Assist in the development of budget and operational policies in consultation with the Chair and Finance Committee; communicate with Department members.
• Attend all faculty meetings.
• Prepare special correspondence and reports for the Department and University/RSOM offices, including financial analysis and Department demographic information.
• Liaise with internal and external departments.
• Collaborate with faculty and staff to resolve problems and implement solutions.
• Ensure smooth administrative workflow throughout the Department and promote team effort.
• Perform other duties or projects as assigned, appropriate to rank and departmental mission.

Qualifications

Required

• Bachelor’s degree (foreign equivalent or higher).
• Five (5) years of full-time administrative experience.
• Experience managing major aspects of business, budget, and/or human resources operations.
• Experience with submission and/or management of research grant applications.
• Project management experience.
• Budget management experience.
• Staff oversight and supervisory experience.

Preferred

• Master’s degree (foreign equivalent or higher) in Business, Higher Education Administration, or a related field.
• Six (6) or more years of full-time administrative experience.
• Knowledge of SUNY State, Research Foundation (RF), and Stony Brook Foundation (SBF) budget, personnel, and purchasing policies and procedures.
• Familiarity with Renaissance School of Medicine (RSOM) practices and procedures.

Pay

$105,000–$125,000 per year.

Schedule

Full-time.