Administrative Manager Job Vacancy in Faculty Student Association (at Stony Brook University) Stony Brook, NY 11794 – Latest Jobs in Stony Brook, NY 11794

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Company Name : Faculty Student Association (at Stony Brook University)
Location : Stony Brook, NY 11794
Position : Administrative Manager

Job Description : Position Summary: The Administrative Manager is responsible for working with student leaders in assuring the smooth and customer-oriented operation of the Undergraduate Student Government at Stony Brook University, Inc. The Administrative Manager ensures that the needs of the undergraduate student body are met through development and implementation of policies and procedures necessary to create a vibrant campus community, assist in program development, promote good governance, support student advocacy and to access student activity fee funds, in the framework of the USG.The Administrative Manager works in conjunction with the USG’s Fiscal Agent in ensuring that allocations and disbursements of student activity fees are made in accordance with the Chancellor’s guidelines, USG policies, University policies and all local, state and federal statutes. The Administrative Manager is also responsible for ensuring the organization’s overall compliance to New York State not-for-profit incorporation laws and IRS guidelines.The Administrative Manager works closely with professional staff in the Division of Student Affairs, particularly Student Life team members, who collaborate with USG on club and organization training, advising, activities, risk management, and policy oversight. The Administrative Manager meets regularly with the Associate Dean of Students, Director of Student Engagement & Activities and members of the Faculty Student Association ensure smooth functioning of USG that aligns University policies and procedures.The Administrative Manager serves as an advisor and support resource to student groups in the planning and implementation of USG activities and events. This position reports organizational information and provides recommendations to the Executive Council of the Undergraduate Student Government. The Administrative Manager’s presence is required at Executive Council Meetings, Senate Meetings and large scale USG events which may occur on weekends, outdoors and late nights.The Administrative Manager reports to the Undergraduate Student Government President, subject to the Faculty Student Association’s policies and procedures for management employment and SUNY Board of Trustee policies and procedures governing the management of student activity fees. The Vice President for Student Affairs is designated to oversee compliance with said personnel policies and serve as the appeal supervisor for complaints/issues relative to the terms of employment.Required Qualifications: Minimum of Bachelor’s DegreeExperience in management, planning, and execution of Student Life programs (i.e. student organization advising and administration, student leadership, event management)Experience with contracting and working with external vendors including matters pertaining to insurance requirements and riders to agreements.Previous experience and demonstrated competence in working with a diverse student body in a collegiate setting.Strong organizational, analytical, and interpersonal skills; and ability to work collaboratively with students and higher education administration.Working knowledge of database management systems, Microsoft Suite and G Suite.Preferred QualificationsMinimum of 1-3 years of experience within higher education or in a supervisory role.Experience and/or knowledge of the Student Government operational responsibilities within university/college experience.Experience and/or knowledge of the Not-for-Profit corporation operational responsibilities and functionality.Experience working within fiscal operations including but not limited to: budget committees, compliance to fiscal policies and regulations, allocation of funds and overall fiscal responsibility.Understanding of SUNY Chancellor Guidelines, SUNY Student Government structure, and Student Affairs policies.Position Responsibilities: Financial ResponsibilitiesApprove all funding requests (~3,000 annually) for the organization and all fiscally supported organizations on campus (~165). Assure that all funding requests have all proper supporting documentation as dictated by the SUNY Chancellor guidelines and the USG Financial ByLaws.Responsible for the coordination and updating of the electronic voucher system, (i.e. Campusvine)Work closely with FSA Fiscal Agent to process vouchers, receive online orders, assist with obtaining required signatures, and expediting University approval on contracts.Expedite completion of vouchers that are rejected by the FSA Fiscal Agent for reasons of being incomplete (missing signatures, missing supporting documentation, etc.)Facilitate appeal of vouchers that are rejected by the Fiscal Agent on the grounds that they appear not to be in compliance with budget or guidelinesAssist the Grant Budget Committee and Probationary Budget Committee in their operations and approvals.Process all approved grant applications within the Accounting OfficeAssist the USG Treasurer in the development of their annual spring budget process, including participation in budget hearings, as needed.Assist student club leaders as requested on all matters pertaining to fiscal contracts with any vendors.Assist FSA fiscal agent with Contract approvals and ensuring compliance with processes and policies (ie. Club Contracts, MOUs, Performer Contracts, Independent Contractors).Specifically work alongside insurance providers, Campus Recreation and sports clubs in ensuring contracts for coaching services.Events and ActivitiesServe as a co-advisor to the Student Activities Board with the Director of Student Engagement and Activities.Directly work and maintain strong relationships with the Talent Management Agents and vendors.Assist with ticket reservations/ticket sales for all Student Activities Board events.Work with FSA fiscal agent to support review of contracts for compliance with University Guidelines (working with University Administrators), fiscal controls, and insurance needs (working with Fiscal Agent), with advice from legal counsel as needed.Attend all major USG hosted programs and events (Concert, Roth Regatta, etc). Ensure the smooth execution of these events and provide constructive feedback.Attend all Events Management Committee (EMC) meetings and provide updates to the group on all USG-funded clubs.USG Office OperationsAssure a positive customer service atmosphere at all times, and maintain a safe and productive working environment for students.Assist FSA in human resource operations such as collecting hiring paperwork, termination process for student staff and reporting as a Mandated Reporter for the State of New York.Assist the Career Center and Bursar office with the internship, stipend requirements and onboarding for elected USG Officials and Representatives.Provide strong guidance to clubs/organizations that come into USGAssist the USG Treasurer in overseeing management of the internal expensesProvide sound advice and guidance to members of the USG Executive Council.Facilitate the development of organizational goals by the Executive Council by providing leadership training, substantial resources, contacts and training.Conduct mid year advisory meetings and semesterly evaluations of individual Executive Council members.Ensure the Executive Council is adhering to the rules and guidelines as stated in the constitution, bylaws, and policies.Supervise non-fiscal agent Professional staff including the Assistant Director of USG Contracted Services/Inventory Manager, and supervise Student Staff.Approve time sheets for all professional staff & various student staff including front desk personnel.Assure proper training and regular communication with all USG staff including both elected and appointed staff.Oversee AgenciesOversee a fair elections process with support from Student Affairs (Fall and Spring). Supervise and provide guidance to the Elections Board Chair.Provide support to the Audio Visual Director and Events Management Director.Other DutiesMust be present at all Executive Council meetings and Senate meetings to ensure proper compliance and provide professional oversight.Manage relationships (act as liaison) between USG and other entities including Fiscal Agent (FSA), legal counsel, Administration, etc.Serve as the organization’s point of contact with Insurance for all USG matters.May participate on University-wide committees on behalf of the USG.May need to work during special events and meetings that occur on the nights and weekends.Other duties as assigned by the USG President.Physical Demands and Work Environment:While performing duties on this job, the employee must occasionally lift and/or move up to 40 pounds. The work environment can be frenetic at times and as such the pace, and noise can be considered higher than usual for an office environment. While performing duties of this job, the employee is exposed to weather conditions prevalent at the time. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.Job Type: Full-timePay: $60,000.00 – $70,000.00 per yearBenefits:401(k)Dental insuranceHealth insurancePaid time offSchedule:8 hour shiftWork Location: One location

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