The School of Marine and Atmospheric Sciences at Stony Brook University is seeking a Coordinator for the Division of Atmospheric Sciences.

Required Qualifications (as evidenced by an attached resume):
Bachelor’s degree (foreign equivalent or higher). In lieu of the degree, an Associate’s degree in Business and two (2) years of directly related full-time administrative experience may be considered. Two (2) years of full-time administrative experience to include working with a budget. Experience coordinating financial accounts. Highly proficient, professional experience in Excel spreadsheet creation and management.

Preferred Qualifications:
Bachelor’s degree (foreign equivalent or higher) in business, accounting, finance, or a related field. One (1) or more years of experience managing university state-purpose and/or IFR accounts. One (1) or more years of administrative experience managing grants/projects in an academic or higher education environment. Experience with procurement in a Higher Education /Academic environment. Budget development experience. Event planning experience. Experience liaising with HR. Experience working with Visa and Immigration Services. Experience working with any of the following computer systems: Google Apps, Peoplesoft, Taleo, accessVIS, Wolfmart, SBU Reporting, BI, SUNY RF, ERAS, SOLAR, myResearch.

Brief Description of Duties: 
The Division of Atmospheric Sciences Coordinator in the School of Marine and Atmospheric Sciences (SoMAS) has responsibility for procurement, account tracking and compliance, grant proposal assistance, and other areas of administrative support.

The successful incumbent will have excellent customer service and interpersonal skills, exercising strong organizational and time-management skills with exceptional attention to detail. Essential for this role is the adeptness to work independently as well as part of a team with a collaborative approach to problem-solving. 

  • Responsible for the financial/accounting operations for all purchases made on key State, IFR, IDC and SBF departmental accounts, including start-up accounts. Ensure that all purchases against these accounts comply with current State and University procurement and accounting rules. Prepare and authorize requisitions in support of departmental operations and undergraduate and graduate teaching, e.g., office supplies, and other recurring departmental expenses. Manage office supply stockroom. Assist staff and faculty with tracking purchases, locate sources and obtain bids for supplies and equipment purchases; resolve purchase problems and authorize payments. Work with staff to ensure that procurement for Divisional events such as commencement, recruiting and student orientation occurs in a timely manner and complies with all State Procurement requirements. Train staff, students and faculty on the use of Wolfmart.
  • On behalf of Atmospheric faculty, work closely with Sponsored Programs, Grants Management, and sponsor agencies in the processing and reconciling of grant transactions. Exercise signatory authority on behalf of faculty for research accounts; initiate, review and approve purchases, expenditures, and other transactions to ensure they fall within budget and time frame of approved projects. Prepare spending plans for Atmospheric IFR and IDC accounts; keep track of expenditures for Atmospheric administrative and sponsored research accounts.
  • Prepare applicant tracking system requisitions and recruitment packages for grant-funded positions. Work closely with the Dean’s Office, HRS Class & Comp and Recruiting to ensure successful and timely recruitment efforts. Create and/or modify Atmospheric positions and/or prepare appointment paperwork and change forms for Atmospheric grant supported staff and faculty. Ensure timeliness, correct labor distributions, etc…and follow up with university administrative areas to ensure correct and timely employee paperwork is prepared and submitted as needed. Work closely with the Graduate Program Coordinator to ensure seamless processing of Atmospheric program graduate student support appointments, change forms, and terminations. Prepare summer salary and academic year salary offset paperwork for Atmospheric faculty.
  • Coordinate logistics for multiple, simultaneous Atmospheric sponsored events of varying complexity to include, but not limited to advertising, food, travel, and reimbursements. Facilitate visitor paperwork as needed.
  • Other duties or projects as assigned related to department business and mission.

Special Notes:
This is a full time appointment.  FLSA Nonexempt position, eligible for the overtime provisions of the FLSA.

Stony Brook University has been tobacco free since January 1, 2016. See our policy and learn more at

To apply for this position online, please visit Stony Brook Jobs and reference posting #1902786.

Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Governor’s Office of Employee Relations at (518) 474-6988 or via email at

About Stony Brook:

Stony Brook University, home to many highly ranked graduate research programs, is located 60 miles from New York City on Long Island’s scenic North Shore. Our 1,100-acre campus is home to 24,000 undergraduate, graduate, and doctoral students and more than 13,500 faculty and staff, including those employed at Stony Brook Medicine, Suffolk County’s only academic medical center and tertiary care provider. The University is a member of the prestigious Association of American Universities and co-manager of nearby Brookhaven National Laboratory (BNL), a multidisciplinary research laboratory supporting world class scientific programs utilizing state-of-the-art facilities such as the Relativistic Heavy Ion Collider, the National Synchrotron Light Source, and the Center for Functional Nanomaterials, and the New York Blue IBM BG/L+P supercomputer, owned by Stony Brook and managed by BNL. Stony Brook is a partner in managing the Laboratory for the Department of Energy, and is the largest institutional scientific user of BNL facilities. As such, many opportunities exist for collaborative research, and in some cases, joint appointments can be arranged.

Stony Brook University/Research is an Equal Opportunity /Affirmative Action Employer. We encourage all to apply including individuals with disabilities and protected veterans.

If you need a disability-related accommodation, please call the University Human Resource Services Department at (631) 632-6161 or the University Hospital Human Resources Department at (631) 444-4700. In accordance with the Title II Crime Awareness and Security Act, a copy of our crime statistics is available upon request by calling (631) 632-6350. It can also be viewed online at the University Police website at

Visit our WHY WORK HERE page to learn about the total rewards we offer.

Official Job Title: Staff Assistant
Job Field: Administrative & Professional (non-Clinical)
Primary Location: US-NY-Stony Brook
Department/Hiring Area: School of Marine and Atmospheric Sciences-Stony Brook University
Schedule: Full-time Shift: Day Shift Shift Hours: 8:30 am – 5:00 pm Pass Days: Sat, Sun
Posting Start Date: Aug 15, 2019
Posting End Date: Sep 8, 2019, 11:59:00 PM
Salary: To be completed prior to posting
Salary Grade: SL2
Appointment Type: Term

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