Assistant Dean at Stony Brook University
Stony Brook, NY 11794
About the Job
Assistant Dean
Required Qualifications (as evidenced by an attached resume):
Master's Degree (foreign equivalent or higher) in accounting, business administration or related field. Five (5) years of full-time business administration experience to include budget management experience. Experience with implementing organizational policies. Supervisory experience. Highly proficient, professional experience in word processing, spreadsheet management, electronic messaging and/or internet applications (Microsoft Word, Excel, PowerPoint, Google Apps, etc.). Knowledge of human resources-related federal, state, and local policies and labor contracts.
Preferred Qualifications:
Knowledge of SUNY and/or Stony Brook University policies and procedures. Knowledge of Research Foundation policies and procedures. Experience with the practices, policies and procedures of an academic or research environment within an institution of higher education. Experience managing a multi-million-dollar budget including “what if” scenario models and projections. Experience developing presentation materials, and presenting at high-level meetings. Experience negotiating business agreements. Experience communicating budgetary details in technical and non-technical terms. Pre- and post-award grants management experience. Experience using campus business systems [e.g., PeopleSoft, Oracle, SUNY BI; RF Report Center, ERAS, SBU Reporting, Wolfmart, TMS, Interfolio etc.], or others related to budget records and personnel management.
Brief Description of Duties:
The Assistant Dean for the School of Marine and Atmospheric Sciences (SoMAS) under the general supervision of the Dean is responsible for financial management and planning, resource allocation, workforce management, staff development, and general School administration. The Assistant Dean will provide creative proposals and/or solutions to foster the SoMAS mission and address its challenges and strategic planning goals and objectives. The Assistant Dean conducts financial planning and analysis, and assists with development of business plans for the school. The incumbent makes executive level business decisions on behalf of the school and serves as the primary administrative liaison between SoMAS and SBU administrative units.
The Assistant Dean is a member of the executive administrative team of SoMAS, responsible for advising the Dean, Associate Deans, faculty and staff of the financial and strategic implications of policies, ensuring the most productive use of funds both in the present and the future, and providing timely and accurate budgetary information, and is the school's second-in-command and Dean's designee for decision-making and policy/procedure implementation. In close coordination with, as well as on behalf of the Dean, the incumbent is authorized to make supervisory decisions for faculty administrative matters. The successful incumbent will have an exceptional attention to detail. Essential for this role is the ability to work independently and creatively, as well as part of a team. Having strategic and analytical thinking skills with an ability to solve problems and make effective decisions is a major indicator for success in this position, as is having strong organizational and time management skills.
- Financial Management and Planning:
- Responsible for the development and control of SoMAS budgetary resources approximating $25M to $30M per year. This includes budget forecasting, planning, establishing financial commitments, new business development, and expenditure approvals.
- Provide a proactive leadership role working alongside the Dean in establishing long-range budget plans that ensure the most beneficial use of funds in the present and future, and establishing and enforcing the financial processes for the school. Develop and implement policies and procedures to improve the school's financial condition and minimize risk while sustaining an effective and efficient business operation.
- Prepare budget projections for the use and receipt of financial resources over multi-year periods. Evaluate and recommend different budget strategies and advise the Dean regarding the financial implications of various scenarios. Conduct budgeted vs actuals analysis.
- Maintain a working knowledge of all available resources to obtain the maximum purchasing value from each funding source, ensuring compliance with regulations and requirements as appropriate. Authorize all expenditures and commitments from central School resources. SoMAS financial resources include base State funding, Research Foundation sponsored grants, special legislative appropriations, external MOU allocations, graduate tuition scholarship allocations, indirect cost recovery funds, income fund reimbursable accounts, and Stony Brook Foundation accounts.
- Coordinate complex financial and associated data to prepare executive presentations and proposals for consideration by various audiences. Analyze and formulate time-sensitive and often complex responses or reports regarding SoMAS financial situations.
- Apply broad knowledge and understanding of federal and specific sponsor cost regulations to foster the development, growth and administration of the SoMAS research enterprise. Directly supervise the SoMAS Grants Administrator in that position's role of providing pre- and post-award support to faculty and staff. Provide interpretation and advice regarding the administration of research projects or grant proposals within the parameters of university procurement and grants management constraints, intervening when necessary to resolve complex matters, and negotiating plans and/or resolutions on behalf of the school.
- Directly supervise the SoMAS MOU Administrator in that position's role of managing approximately $4M to $5M per year in state MOU project resources from other state agencies (DEC, DOH, DOS). Review and approve state inter-agency MOUs. Serve as administrative liaison with state agency representatives as well as with university units such as the Provost, Controller and Accounting Offices for execution of said MOUs.
- Manage School income fund reimbursable (IFR) accounts, reviewing accruals, satisfaction of deficits, communication with Accounting, the Provost's Office, and service center managers. Interact as needed with Advancement, and oversee the establishment of Stony Brook Foundation accounts. Directly supervise the SoMAS financial business coordinator in that position's role of overseeing the annual operating allocations, invoices/revenue, and rate structure development and revisions for SoMAS service centers (approximately 20), and oversight of course fee proposals and accounts.
- Workforce Strategy and Development:
- Provide leadership and advice as well as creative problem-solving regarding short-term and long-term staffing solutions in support of the SoMAS mission.
- Directly supervise the SoMAS Assistant Director for Administration and Grants in that position's role of managing day-to-day human resources, faculty affairs, and labor relations activities.
- Conduct analyses of faculty and staff salaries, making recommendations regarding merit, reclassifications, promotions, and equity of both salaries and responsibilities.
- Supervise direct reports (currently six employees) to include recruiting, onboarding, setting up objectives, workload distribution, annual performance programs and appraisals, professional development, counseling and termination.
- School Administration:
- As a member of the SoMAS executive team, develop and implement changes to operational policies and procedures for the school and provide day-to-day policy advice, operational information data and guidance as required.
- Advocate on behalf of SoMAS while liaising with the heads of various administrative units and departments on the Stony Brook campus. Represent the interests of SoMAS and the greater university at on-campus and off-campus meetings, acting on the Dean's behalf when necessary.
- Work closely with the Dean, executive staff, and SoMAS Operational Facilities Manager and/or Port Captain in the decision-making with regard to SoMAS facilities issues, including vessel operations and vessel/vehicle management.
- Supervise the Graduate Program Coordinator in that position's role of running the SoMAS Educational Programs Office. Engage directly with students as appropriate. Intervene in student affairs issues in coordination with GPD, UGPD and Dean. Supervise the Graduate Program Developer in that position's role of researching and developing new graduate-level master's programs for the School of Marine and Atmospheric Sciences.
- Other duties or projects as assigned as appropriate to rank and department 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.
In addition to the employee's base salary, this position is eligible for $3,400 UUP annual location pay, paid biweekly.
For this position, we are unable to sponsor candidates for work visas.
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.
Evening and weekend work will be required at times.
Stony Brook University is committed to creating and maintaining a workplace and educational environment that is safe, accessible, and free of all forms of discrimination, sexual misconduct or research misconduct, among other infractions. In support of this commitment, certain candidates for employment will be required to disclose such employment-related misconduct findings and pending investigations or proceedings, and final candidates for certain faculty and staff positions will authorize their current and previous employer(s) from the last seven (7) years to disclose such information to the University. A final offer may be contingent on the satisfactory outcome of this disclosure and review process. If the University becomes aware of a failure to disclose or misrepresentation of any such matter after your employment commences, you may be subject to discipline, up to and including termination.
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 or visit OEA.
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The starting salary range (or hiring range) to be offered for this position is noted below, it represents SBU's good faith and reasonable estimate of the range of possible compensation at the time of posting.
Salary: $130,000 - $150,000
To apply, visit https://stonybrooku.taleo.net/careersection/2/jobdetail.ftl?job=2403532&tz=GMT%2B00%3A00&tzname=UTC
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