Administrative Operations Lead

Required Qualifications (as evidenced by an attached resume):
Bachelor's degree (foreign equivalent or higher). Two (2) years of full time administrative experience in an office setting. Experience using Microsoft Office Suite (Outlook, PowerPoint, Word, Excel, etc). Experience managing outlook calendar. Advanced Excel skills (data analysis, pivot tables, reporting dashboards). Database management experience which may include CBase, EPortfolio, WolfMart, Concur, 25Live, OneNote, QGenda, Interfolio, etc. Experience with accounting and/or budget management; creating, editing and publishing web content etc.

Preferred Qualifications:

Master's degree (foreign equivalent or higher). Three (3) years of full time administrative experience in an office setting. Prior experience in higher education, academic medicine, or a research environment. Experience supporting faculty affairs processes (appointments, promotions, evaluations). Supervisory or lead administrative experience. Experience with academic reporting systems or institutional databases. Experience supporting accreditation, compliance, or committee governance processes. Knowledge of and experience working with institutional policies, procedures and accessibility standards.

Brief Description of Duties:

The Administrative Operations Lead provides high-level administrative and operational support to senior academic leadership (Chair or Department Administrator). This role serves as a central point of coordination for academic operations and requires advanced calendar management skills, exceptional organizational ability, discretion, and strong proficiency in all Microsoft Office Suite applications. This position functions in a fast-paced academic environment that includes faculty, staff, students, and external stakeholders.

Duties:

Calendar Management:

• Manage and prioritize a highly complex and frequently changing executive calendar with competing demands
• Coordinate faculty meetings, academic committees (e.g., promotion & tenure, curriculum, search committees), and institutional events
• Exercise independent judgment in scheduling matters to ensure alignment with strategic priorities
• Anticipate scheduling conflicts and proactively resolve issues
• Prepare briefing materials, agendas, and background documents for meetings
• Coordinate travel arrangements, itineraries, and reimbursements
• Serve as primary liaison for leadership, managing incoming requests and determining appropriate course of action

Budget Management & Financial Oversight:

• Assist in the preparation, monitoring, and reconciliation of departmental or divisional budgets
• Track expenditures to ensure compliance with approved budgets and institutional guidelines
• Prepare financial summaries, reports, and projections for leadership review
• Process invoices, purchase requisitions, travel reimbursements, and expense documentation
• Maintain detailed financial tracking spreadsheets and dashboards
• Support fiscal year-end closeout processes and budget planning activities

• Identify discrepancies and resolve financial issues in collaboration with finance personnel

Faculty Affairs & Academic Administration:

• Support faculty lifecycle processes including recruitment, appointments, reappointments, promotions, and annual evaluations
• Prepare and distribute faculty appointment letters and related documentation
• Maintain confidential faculty personnel files in compliance with institutional policies
• Assist in compiling data for faculty productivity, performance reporting, and academic metrics
• Support onboarding of new faculty and academic staff

• Coordinate documentation related to accreditation, compliance, and academic reviews

Communication & Documentation:

• Draft, edit, and proofread professional correspondence on behalf of academic leadership
• Prepare reports, memoranda, meeting minutes, presentations, and executive summaries
• Develop PowerPoint presentations for faculty meetings, board presentations, and institutional reporting
• Create and manage complex Excel spreadsheets for academic and financial tracking
• Serve as liaison between academic leadership and internal/external stakeholders

• Ensure consistent, professional communication aligned with institutional standards

Project & Operational Management:

• Track strategic initiatives and ensure timely completion of assigned deliverables
• Monitor project timelines and follow up with stakeholders to maintain progress
• Support accreditation reporting and documentation requirements
• Coordinate departmental events, retreats, and special initiatives
• Ensure compliance with institutional policies, procedures, and governance requirements

Administrative Leadership & Supervision:

• Provide guidance and functional oversight to administrative support staff
• Assist with onboarding and training of new personnel
• Coordinate workflow within the academic office to promote operational efficiency
• Recommend process improvements to enhance productivity and service delivery
• 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.

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.