Administrative Staff Assistant 1
Required Qualifications: (as evidenced by an attached resume)
Bachelor's Degree or In lieu of a Bachelor's, a combination of higher education and experience totaling four (4) years may be considered. Strong Microsoft Office/Excel skills required.
Experience with business finance and/or accounts payable. Experience with Greenfire/Clincard system, Electronic imaging and Procurement tools.
Brief Description of Duties:
The Research Foundation for SUNY (RF) provides campuses access to a clinical trial participant payment tool that allows Principal Investigators (PI) and Study Coordinators to make payments to participants in the form of a Clincard that eliminates the need for cash advances and reconciliations.
The Administrative Staff Assistant in the Office of Grants Management (OGM) will serve as the primary point of studies. This includes the initiation of the study relationship with the PI's, Study Coordinators and the Greenfire/Clincard program and on-going use of the tool and the resulting charges to sponsored awards. In cooperation with the RF Central Office (RFCO) OGM is charged with coordination of matters pertaining to the verification of insurance as required by vendors, annual premium for floater insurance, the execution of insurance premiums within the RF Equipment Insurance Module, and the filing and payment of claims for items covered by this plan. This central function additionally notifies PI's and administrative staff of the annual cost of coverage as well as when coverage requires renewal. Incumbent will provide access to insurance coverage for property and equipment, both leased and purchased, to safeguard sponsored fund assets against theft and damage. The OGM supports this objective through the purchase of floater policy additions, which are chargeable to sponsored awards or institutional funding. Serve in the capacity to support overall needs of the OGM with respect to incoming inquiries and documents to include the calculation and collection of tuition payments to support all Graduate Students assigned to sponsored awards. Incumbent should possess a high degree of ability to work independently and with all campus administrative teams as well as PI's, Study Coordinators, external bank partners, and RF CO.
Promotion of the program to new PI's, establishing study records in the Greenfire/Clincard system, the maintenance of card inventory, the distribution of cards to PI's and Study Coordinators for use to pay subjects, communication with the RF CO as programs are established and reconciliation of the Award/Project/Task:
recharge information as subjects are enrolled and payments are made at the study level to ensure timely posting to sponsored awards.
updates to the charging instructions with PI, Study Coordinators and OGM Sponsored Award Analyst. Corrective actions to Greenfire study records as approved.
Facilitate the purchase of floater policy additions, which are chargeable to sponsored awards or institutional funding. In cooperation with the RF Central Office of Risk Management. Coordinate matters pertaining to the verification of insurance as required by vendors, annual premium for floater insurance, the execution of insurance premiums within the RF Equipment Insurance Module, and the filing and payment of claims for items covered by this plan. This central function will additionally notify PI's and administrative staff of the annual cost of coverage as well as when coverage requires renewal.
Serve as the primary point of contact for the calculation and reconciliation of tuition reimbursement for Graduate and Fellowship appointees. This will involve the determination of the Tuition cost per graduate student using the OnBase HRS/Payroll workflow tool and recording of completed payments by student to notify the Graduate School on a monthly time frame. Incumbent will prepare the file for the processing of these payments and troubleshoot any payments that fail with OGM SAA and Principal Investigators.
Support the need for Cash Advances that require payment to PI's into RF sanctioned bank accounts maintaining an inventory of accounts, and providing status of all bank accounts with RF Central Office Finance team. This will include collection of monthly statements from bank account holders and any close out actions as the programs that require Cash Advances close out with, PI's Study Coordinators, Bank officials and campus Accounts Payable. Initiate transition to Greenfire/Clincard by providing training to end users and conduct information sessions to new PI's and Study Coordinators.
Serve as the point of contact for OGM staff contact and departmental assignment details on the OVPR website, updating to reflect modifications within the website listing as needed. Provide editing support to existing OGM website details as needed.
ID incoming correspondence, memos, and reports from various sources as back up to OGM Sr. Admin Staff Assistant. Assist with incoming questions regarding ERAS, Wolfmart, routing calls and messages ensuring details are recorded for responsible party. Record and secure incoming checks in support of the Cash Management team.
Other duties as needed
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.
Due to U.S. Export Control laws and regulations, the candidate hired will need to be a U.S. citizen, lawful permanent resident, or other "protected individual" (as defined by 8 U.S.C. Sec. 1324b(a)(3).
This position may be eligible for alternative workplace arrangements/telework (remote or virtual) or hybrid.
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 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.
To apply, visit https://stonybrooku.taleo.net/careersection/2/jobdetail.ftl?job=2302232&tz=GMT%2B00%3A00&tzname=UTC
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