Psychiatry Research Administrative Assistant

Stony Brook University • Stony Brook, NY • 1d ago

Required Qualifications (as evidenced by an attached resume):

Associate degree (foreign equivalent or higher). Two (2) years of full-time administrative experience and/or research administration experience.

Preferred Qualifications:

Bachelor's degree (foreign equivalent or higher). Three (3) or more years of full-time administrative experience and/or research administration experience. Experience working with SBU research management applications (i.e. myResearch, Report Center, Wolfmart).

Brief Description of Duties:

The Research Administrative Assistant will work directly with the Department of Psychiatry Research Manager to assist researchers displaying utmost confidentiality. The successful incumbent will assist research faculty in post-award activities including, travel arrangements via the Concur system, ordering supplies, and expenditure tracking ensuring expenditures meet all University and sponsor requirements. The Research Administrative Assistant should have a high level of proficiency with a broad range of general and specialized software tools for project management. They should have experience in state and federal grants with emphasis on development of team participants from multiple public/private institutions. They will communicate with the School of Medicine Dean's Office, Office of Sponsored Programs and Office of Grants management as needed to ensure appropriate funding allocations/expenditures. The successful incumbent must be able to multi-task with attention to detail and organization, work independently, problem-solve, and thrive in a deadline-driven environment.

Duties:

Communication & Coordination

Assist Research Manager with day-to-day operations of the Psychiatry research enterprise.

Maintain confidential research department related files and records in the Box Share Drive.

Coordinate and organize research safety and other training to ensure compliance.

Schedule training, create sign-in sheets and handle meeting logistics.

Track and follow-up with Managers regarding training course attendance.

Act as a Departmental liaison with other departments and outside agencies.

Assist in the preparation of presentations for research-related meetings and events.

Maintaining records and monitoring award expenditures in compliance with Research

Foundation and Sponsor requirements.

Department Procurement Coordination

Submit requisitions via SBU Procurement for IFR, SBF, IDC and RF Funded items.

Submit requisitions for catering, paper requisitions for SBF and other funds, tack quotes/invoices, and P-card administration/reconciliation.

Submit travel reimbursements .

Preparing and managing purchase requisitions, bank reconciliations and cash advances.

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 (https://www.stonybrook.edu/commcms/oea/) .

In accordance with the Title II Crime Awareness and Security Act a copy of our crime statistics can be viewed here (https://www.stonybrook.edu/police/) .

Visit our WHY WORK HERE (https://www.stonybrook.edu/jobs/working-here/) page to learn about the total rewards we offer.

SUNY Research Foundation: A Great Place to Work. (https://www.rfsuny.org/media/rfsuny/documents/hr/RFRecruitmentFlyer.pdf)

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: 2502462

Official Job Title: : Administrative Assistant II

Job Field : Administrative & Professional (non-Clinical)

Primary Location : US-NY-Stony Brook

Department/Hiring Area: : 67007700- Psychiatry and Behavioral Health

Schedule : Full-time

Shift : Day Shift Shift Hours: : 9:00am-5:00pm :

Posting Start Date : Jul 9, 2025

Posting End Date : Jul 23, 2025, 8:59:00 PM

Salary: : $45,000-$58,000

Appointment Type: : Regular

Salary Grade: : N7

SBU Area: : The Research Foundation for The State University of New York at Stony Brook

Req ID: 2502462

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