Required Qualifications: (As evidenced by an attached resume) Bachelor's Degree (foreign equivalent or higher). Three  years of full-time experience in a student services type setting at the college or university level working with undergraduates and/or graduates. Highly proficient, professional experience in word processing, spreadsheet management, electronic messaging and internet applications (Microsoft Word, Excel, PowerPoint, Google Apps, etc...).
Preferred Qualifications: Bachelor's Degree (foreign equivalent or higher) in Business or Higher Education Administration. Experience coordinating a Graduate and/or Undergraduate Program. University Admissions and Registration systems experience, such as experience enrolling students in courses, assisting with the admissions processes, recruitment and events. Experience working with one or more of the following systems: ApplyYourself, PeopleSoft, Nolijweb, Oracle, Wolfmart, SMRT, SBU Reporting, SOLAR, AccessVIS, 25Live, OUCampus, TMS, PIAI etc. Experience with Research Foundation/SUNY policies and procedures. Experience working with visa/immigration paperwork.
Brief Description of Duties: Working closely with the Program Director, responsible for managing the overall academic integrity, quality and viability of the Degree Program. Responsible for managing the day to day advisement and academic support services for all graduate students within the Biomedical Engineering. The successful incumbent should possess strong organizational and time management skills with exceptional attention to detail, and experience effectively multi-tasking in a fast-paced, dead-line driven environment with a high degree of accuracy and organization. They should also have experience interacting with individuals at various levels within an institution as well as the general public whenever necessary and experience interacting with a culturally and ethnically diverse population. Experience working with, and maintaining, confidential information.
Program Administration: Responsible for managing all aspects of the program's academic administrative matters, 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.
Student Recruitment: Manage all activities related to attracting prospective students. Work in conjunction with Program Director to design new methods to advertise and promote program, as well as enhance the diversity of the student body. Provide high-level advising to prospective students interested in the program. Coordinate meetings with program directors when appropriate.
Admissions: Manage the department admission process, including applications, petitions, and informing students of committee decisions. Process admission offer letter and declaration form.
Registration: Manage the program's 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 student when necessary. Closely monitor graduate course enrollment. Provide resolution to course conflicts, enter graduate 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: Advise current and prospective graduate students in individual and group settings on an ongoing basis for both programs, and communicate on a regular basis about courses, majors, degree requirements, and policies/procedures with students, program directors and/or others as per NYS guidelines. 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 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 Management: Manage 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.
Program and Department Management: Work in collaboration with the Program Director, Department Chair, Department Administrator, Faculty, and Program Committee in the administration of the Program in the department. Provide collaborative advisement to the Program Committee, their meetings and in implementing their decisions as well as manage any special projects as needed such as mentoring.
Manage the writing requirements, course substitutions, transfer course/credit evaluations and course registration permissions; review and forward to the appropriate professor with applicable supporting documentation. Manage the program degree requirements and new course approvals/revisions or deletions. Coordinate 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 classroom for final exams.
Manage the Program's online social media presence, including the website, Facebook and Twitter. Manage all promotional material for the program (Open House, Orientation, website, Blackboard, newsletter, marketing, etc.)
Manage any Program and Department events such as Commencement, student recruitment ceremonies, BME seminar series, including all event logistics.
Represent the Program at meetings. Interact with other University offices i.e. the Graduate School, Dean's Office, International Academic Programs, Registrar's Office, Student Accounts and other academic departments.
Manage operational budget for the program. Manage the scholarship budget and accounts. Maintain and prepare financial reports of scholarship accounts.
Assist with management of grant submissions, including coordinating of proposal data inputs and additional information, as needed.
Records: Ensure accurate and complete program and student records with adherence to FERPA regulations, from admissions through graduation clearance including demographic and career history. Develop reports, tuition rosters, and statistics in support of program decisions and accreditation of our programs as needed.
Student Appointments: Recruit, approve, process and supervise all Federal Work Study and student assistant appointments. Approve hours in SOLAR as needed.
Provide back-up support for additional areas of the program or office.
Other duties or projects as assigned as appropriate to rank and department mission.
Special Notes: This is a full time appointment. FLSA Nonexempt position, eligible for the overtime provisions of the FLSA.
THE FOLLOWING PARAGRAPH ONLY APPLIES TO POSITIONS THAT MAY COME IN CONTACT WITH PATIENTS.
In response to the New York State Department of Health (DOH) regulation requiring Hospital and Nursing Home personnel to be fully vaccinated against COVID-19, candidates selected for positions which may be affiliated with or interact with employees of Stony Brook University Hospital (SBUH), the Health Science Center Tower or the Long Island State Veterans Home (LISVH) if not already vaccinated, must be fully vaccinated or obtain the first dose of the vaccine within three (3) calendar days of acceptance of conditional job offer and must obtain any subsequent doses in accordance with the DOH vaccine protocol. Candidates who are partially vaccinated, but not yet fully vaccinated, must complete their vaccination series within three (3) calendar days of job offer or in accordance with vaccine manufacture protocol, whichever comes later. The regulation also allows for limited exemptions with reasonable accommodations, consistent with applicable law.
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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