Administrative Director for AI Innovation Institute

Required qualifications (as evidenced by an attached resume):
Bachelor’s degree (foreign equivalent or higher). Five (5) years of full-time administrative experience. Highly proficient, professional experience in word processing, spreadsheet management, electronic messaging, and internet applications (Microsoft Word, Excel, PowerPoint, Google Apps, etc...). Experience working with budget management and/or financial projections. Experience in hiring and/or supervising employees (full-time and/or graduate student assistants). Experience with purchasing, processing expenditures and/or office management functions.

Preferred Qualifications:
Advanced degree (foreign equivalent or higher). Experience working in a Higher Education/ Academic environment. Extensive working knowledge of SUNY and/or SBU policies, practices, and procedures. Grant management experience. Experience working with computer systems such as: PeopleSoft, Wolfmart, SBU Reporting, BI, RF Report Center, SOLAR, 25Live, etc. Experience organizing and overseeing programming, events or projects.

Brief Description of Duties:
Facilitate the overall goals, unique needs and challenges involved in the establishment and administration of a one-of-a-kind self-sustaining business model research institute at SBU with various research programs. The administrative director will provide comprehensive support to the Director, faculty, researchers, and staff of the AI Innovation Institute in all matters of personnel, budget and associated SBU, Research Foundation (RF) and Stony Brook Foundation (SBF) policies and procedures. Serve as the primary liaison, where appropriate, between members of the institute, University Administration, and External Advisory Board and donors. Efficient and professional written and verbal communication on a range of confidential and day-to-day issues on behalf of the Director is required. Interacts with individuals at various levels within SBU as well as the general public. Work with, and maintain, confidential information with a high degree of professionalism, integrity, discretion, and tact. As an executive representing the institute, the administrative director is expected to work with a great deal of autonomy.

Administrative Oversight:
- Provide leadership in managing all administrative aspects of running the institute including operational and strategic planning, business/program development, fiscal management, and administrative oversight of facilities, equipment, and personnel.
- Educate, onboard, and assist faculty, research scientists, postdocs, staff and students in navigating University regulations, any and all policies and procedures in a variety of areas such as events, travel, moving, reimbursement expenses, benefit packages and visa policies and procedures.
- Maintain close communication with the Director on all personnel issues, including related budget matters.
- Serve as liaison between various administrative offices including high-level interactions with the Provost's Office, Advancement, Office of Vice President for Research and the institute’s benefactors, as well as other academic units including Colleges/Schools, Departments, and Graduate School comprising the Institute’s multidisciplinary research and educational programs.
Outreach and Communications:
- Support a positive public perception of the institute through effective outreach including organization of seminars and workshops with national and international organizations and institutions.
- Serve as the institute's liaison with the University Communications office on the institute’s marketing and branding, participates in University-wide committees, manages planning and materials for support of the institute’s strategic plan for external advancement and relations (i.e. annual reports, website news, and social media).
Fiscal Management:
- Develop operating and strategic budget plans and requests. In the role of Account Manager, monitor all institute accounts, including: State, IFR, SBF, IDC and sponsored research.
- Maintain detailed and accurate records of revenues and expenses and projects financial needs of the institute for both short- and long-term projections. This is especially critical as we are a self-sustaining business model unique to SBU and are required to generate revenue for the institute’s successful and continued operations.
- Serve as liaison between various administrative offices, the institute, donors, and individual faculty.
- Supervise and manage the institute’s purchasing and accounts payable.
- Educate and assist faculty, research scientists, postdocs, staff, and students in navigating the University regulations and policies in areas related to finance including procurement and travel expenditures.
Human Resources:
- Coordinate NYS and The Research Foundation personnel appointments for the institute from recruitment through termination or retirement.
- Develop position descriptions and performance programs and evaluations for employees.
- Administer appointment/reappointment paperwork for all employees (faculty, staff, postdoctoral and research scientists, research techs and lab workers, students, temporary staff, non-salaried affiliates or visiting faculty, extra service appointees, student workers, work study students, project and research aides.)
- Manage all visa and immigration matters for new hires and current employees.
- Liaison with SBU’s Visa and Immigration Services officers and immigration attorneys as needed. Supervise all administrative processes, delegating, as necessary.
Grants Management (pre- and post-award):
- Work with multiple Principal Investigators and Co-investigators and the Office of Proposal Development and Office of Sponsored Proposals. Ensure timely submission to funding agencies according to the specific agency guidelines. Interpret and advise Pl’s on proposal requirements, details, and deadlines.
- Communicate with program directors at federal granting agencies, foundations and senior finance officers in industry.
- Seek funding opportunities relevant to and that will benefit the institute.
- Supervise post award management including proper use of funds and spending budgets, including subcontract spending and salary offsets.
- Supervise all grant processes, delegating, as necessary.
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 Exempt position, not eligible for the overtime provisions of the FLSA. Minimum salary threshold must be met to maintain FLSA exemption.

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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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.

Job Number: 2403333

Official Job Title: Administrative Staff Assistant IV

Job Field: Administrative & Professional (non-Clinical)

Primary Location: US-NY-Stony Brook

Department/Hiring Area: AI Innovation Institute

Schedule: Full-time Shift :Day Shift Shift Hours: 8:30 - 5:00pm

Posting Start Date: Sep 20, 2024

Posting End Date: Oct 13, 2024, 10:59:00 PM

Salary:$90,000- $100,000

Appointment Type: Regular

Salary Grade:E4

SBU Area:The Research Foundation for The State University of New York at Stony Brook

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Administrative Director for AI Innovation Institute