Assistant to the Chair

Assistant to the Chair Location Stony Brook, NY :

Assistant to the Chair

Required Qualifications (as evidenced by an attached resume): Bachelor's degree (foreign equivalent or higher) from a college or university program accredited by an agency recognized by the Council for Higher Education Accreditation (CHEA). In lieu of the Bachelor's degree (foreign equivalent or higher), an Associate's degree (foreign equivalent or higher) and five (5) years of full-time administrative experience. Three (3) years of full-time administrative experience. Proficient in using Microsoft Office applications. Administrative experience with planning events and coordinating programs. Preferred Qualifications: Experience in or knowledge of software programs: ADEA PASS, New Innovations, CBase, axiUm and PeopleSoft. Administrative experience in an academic/University setting. Experience to include human resources, finance management and budgeting. Brief Description of Duties: The Senior Staff Assistant will provide professional administrative support for the Department of Orthodontics and Pediatric Dentistry and support the Postdoctoral Residency programs for the Divisions of Orthodontics and Pediatric Dentistry. This position will support department Chair, faculty, and postdoctoral residents and students and will assist in the development, implementation, and assessment of dental education curriculum. The incumbent will also assist in documentation of compliance with the national accrediting organization (CODA). Duties:

• Ensure departmental day-to-day activities are handled efficiently, accurately, and in the most expeditious manner possible, meeting procedural guidelines and time constraints.
• Responsible for administrative support as needed by department faculty, residents, and students for meetings, classes, etc.
• Maintain a database of all exams, progress reports, student's clinical activity, assessments, and competency exam progress.
• Maintain predoctoral course information and schedules on CBase.
• Maintain correspondence with School of Dental Medicine faculty, staff, students, residents, Stony Brook University community and outside community via email, phone, or postal mail.
• Responsible for ordering, distribution and keeping a record on all office supplies for the Departmental programs and other related programs.
• Plan and prepare the department's budget and perform routine monthly reconciliation and analysis for internal and external purposes, which includes maintaining all necessary documentation.
• Ensure contracts do not expire.
• Preparation and processing of travel vouchers for faculty and postdoctoral students/residents.
• Coordinate faculty, administrative support positions which include but not limited to all personnel transactions, faculty recruitment and appointment packages, visas, monitoring faculty and professional appointments with respect to expiration dates for contract renewal and permanent appointment.
• Collect annual faculty review self-reports, and annual faculty performance evaluations from faculty for chair's review submit final review to administration.
• Monitor New Innovations Resident Management System for electronic submissions of resident/student evaluations by faculty and faculty evaluations by residents/students in the Advanced Education Programs.
• Prepare student/resident files for annual and semi-annual evaluation of students/residents by the program director.
• Provide all necessary forms and information, including final grade transcripts for graduating students.
• Maintain compliance with CODA Accreditation Standards for Advanced Education including but not limited to maintaining all accreditation documents, schedule meetings, maintain all meeting minutes, distribute information to postdoctoral students/faculty as needed and to act as a liaison between resident/faculty and Department chair and division leaders.
• Evaluate the curriculum, instituting new protocols, tracking resident/faculty performance for the postdoctoral programs in the Divisions of Orthodontics and Pediatric Dentistry.
• Distribute applications from ADEA PASS for applicants approved by the departmental Admissions Committees.
• Schedule interviews with residency candidates, notify matched applicants of acceptance.
• Communicate program orientation schedules, ACLS/BLS certification courses and other requirements necessary.
• Coordinate clinical rotation schedules, this includes hospital rotations, community service clinics, school-based programs and any other off-site centers that are affiliated with the School of Dental Medicine (SDM). Ensure that the schedule is generated and distributed to all faculty, residents, and staff.
• Schedule and meet with Department chair and division leaders, to create a master schedule, rotations and assist in yearly updates.
• Act as a liaison, when necessary, between Graduate Medical Education, University Hospital house staff and the School of Dental Medicine.
• Assist in the development of submissions for grant applications as needed, including reporting requirements and data collection with analysis for current grants, maintaining budget for grants, learning grant management software PIAI, perform monthly reconciliation of all grants, prepare all requisitions including travel and reimbursements post to account in accordance with the grant.
• The incumbent will have access to confidential and sensitive information and will be required to take the Office of Research CORIHS CITI Human Subjects Training Course and HIPAA course.
• Maintaining optimal functions of office machines (i.e. copy and fax machines) and ordering of supplies and repairs as needed.
• Other duties or projects as assigned as appropriate to rank and departmental 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 $3,087 UUP annual location pay, paid biweekly. 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. 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. In accordance with the Title II Crime Awareness and Security Act a copy of our crime statistics can be viewed here . Visit our WHY WORK HERE page to learn about the total rewards we offer. 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: 2401198 Official Job Title : Senior Staff Assistant Job Field : Administrative & Professional (non-Clinical) Primary Location : US-NY-Stony Brook Department/Hiring Area : SDM Dept of Peds/Ortho Schedule : Full-time Shift : Day Shift Shift Hours : 8:30 AM - 5:00 PM Posting Start Date : May 16, 2024 Posting End Date : May 30, 2024, 10:59:00 PM Salary : $60,000-$70,000 Appointment Type : Term Salary Grade : SL3 SBU Area : Stony Brook University