Required Qualifications (as evidenced by an attached resume): Bachelor's Degree (foreign equivalent or higher degree) . Two years of full-time professional administrative experience in an academic department on a college campus (in student services or academic advising). Experience interacting with individuals at various levels within an institution as well as the general public whenever necessary. Experience interacting with a culturally and ethnically diverse population. Experience working with, and maintaining, confidential information. Preferred Qualifications: Master's Degree in Psychology, Higher Education Administration, Advising, or related field. Two  additional years of full-time professional administrative experience in an academic department on a college campus (in student services or academic advising). Experience coordinating a Graduate and/or Undergraduate academic advising program. Experience with Google Drive and/or Google Apps for Education. Experience with Microsoft Office Suite. Experience working with PeopleSoft. Experience working with SOLAR. Experience working with Nolijweb. Experience working with DocuSign. Experience with Slate program for graduate admissions. Experience with Research Foundation/SUNY policies and procedures. Experience working with visa/immigration paperwork. Experience with Human Resources paperwork. Experience processing graduate student appointment packages. Experience with graduate student admissions.
Brief Description of Duties: The graduate program in the Department of Psychology consists of four areas: Clinical Psychology, Cognitive Science, Social & Health Psychology, and Integrative Neuroscience. Working closely with the Graduate Program Director and Masters Director, this position is responsible for maintaining the overall academic integrity, quality and viability of the MA and Ph.D. graduate programs, in addition to the Cognitive Science and Advanced Quantitative Methods certificate programs.
Program Coordination: Responsible for all aspects of the Psychology graduate program's academic administrative matters (Masters and Ph.D. program), such as academic planning, administering program policies/procedures, student recruitment, admissions, registration, financial support, and advising; course catalog, department brochures, and grades reporting. As the primary liaison between students, internal faculty advisors/committees and external Program members, serve as point person and information source for all University and departmental policies and procedures relevant to the program. Coordinate and assist with clinical program accreditation processes, as needed.
Student Recruitment : Assist with all activities related to attracting prospective students. Work in conjunction with the Program Director to design new methods to advertise and promote programs, as well as enhance the diversity of the student body.
Admissions: Manage the department admission process, including applications, petitions, and informing students of committee decisions. Process admissions offer letters and declaration forms.
Registration: Oversee department registration procedures. As needed, partner with International Academic Programs& Services regarding VISA appointments and processing. Process student's request to register for course forms. Override permissions to register students when necessary. Closely monitor course enrollment. Provide resolution to course conflicts, enter master scheduling of courses on-line, monitor add/drop and section changes, place reserves and wait-lists as appropriate, and perform prerequisite screening. Works closely with appropriate parties in relation to those students entering the sequential program.
Advising: Act as liaison between student and Professors/Program Director. Monitor the progress of students toward degree completion, and perform related administrative, academic advisory, and editorial duties. Prepare candidate files for Program Director's perusal for graduation. Resolve problems with missing or incorrect grades on transcripts; remove advising holds. As requested, provide the Program Director with administrative support for university awards, scholarships, and fellowships. Send notification to students and on-line clearance of graduation candidates. Ensure students complete college requirements and current university policies and deadlines are met.
Financial Support: Partner with the Program Director, Department Chair, Faculty and ATC to prepare and process all paperwork for graduate student financial support from all funding sources, including State, Research Foundation, Stony Brook Foundation and Fellowships. Work closely with Human Resources to ensure appointment and benefit stability. Provide tuition waiver rosters bi annually.
Program Support: Work closely with the Program Director, Department Chair, Faculty, and Program Committee to improve the administration of the Program in the Dept. Provide administrative support to the Program Committee, their meetings and in implementing their decisions as well as manage any special projects as needed such as mentoring.
Coordinate writing requirements, course substitutions, transfer course/credit evaluations and course registration permissions; review and forward to the appropriate professor with applicable supporting documentation. Oversee program degree requirements. Coordinate new course approvals/revisions or deletions. Assist the ATC, as needed, in the coordination of the departmental Fall/Spring/Summer session programs/classes and tentative year in-advance scheduling.
Manage faculty book orders, course syllabi, course descriptions, grade change forms, teacher evaluations, and schedule classrooms for final exams.
Manage promotional material for the program (Open House, Orientation, website, Blackboard, newsletter, marketing, etc.) and assist, as needed, with any Program events such as Commencement, recruitment, and ceremonies.
Represent the Program at meetings as needed. Interact with other University offices as needed, i.e. the Graduate School, Dean's Office, International Academic Programs, Registrar's Office, Student Accounts and other academic departments as necessary.
Records: Keep accurate and complete program and student records with adherence to FERPA regulations, from admissions through graduation clearance including demographic and career history. Provide reports, tuition rosters, and statistics, as needed, in support of program data, program decisions and accreditation as needed. Maintain the database of graduate program alumni emails. Student Appointments: Recruit, approve, process and supervise all Federal Work Study and student assistant appointments. Approve hours in SOLAR as needed. Other duties or projects as assigned as appropriate to rank and department mission such as provide back-up support for additional areas of the program or the main office.
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.
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.
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Official Job Title: Staff Assistant
Job Field: Administrative & Professional (non-Clinical)
Primary Location: US-NY-Stony Brook
Department/Hiring Area: Psychology-Stony Brook University
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