MOU Administrator

Required Qualifications (as evidenced by an attached resume):
Bachelor’s Degree (foreign equivalent or higher). In lieu of a Bachelor’s degree, an Associate’s degree and two (2) years of full-time experience may be taken into consideration.  Three (3) years of full-time administrative experience. Experience managing financial accounts. Experience in word processing, spreadsheets, electronic messaging, and internet applications (Microsoft Word, Excel, Google Apps, etc.).
Preferred Qualifications:
Bachelor's Degree (foreign equivalent or higher) in finance, accounting, business management or other related fields. Administrative experience in an academic or higher education environment. Experience managing grants/projects in an academic, higher education, or nonprofit environment. Experience managing university state-purpose and/or IFR accounts. Advanced Microsoft Excel capabilities to include formulas, pivot tables and multi-tab spreadsheet management. Previous experience with state procurement processes. Experience working with any of the following systems: PeopleSoft, CBM, TMS, SUNY BI, Wolfmart, and/ or SBU Reporting.
Brief Description of Duties:
The MOU Administrator will manage the expanding portfolio of state MOU-funded projects within the School of Marine and Atmospheric Sciences (SoMAS). This position will report directly to the Senior Assistant Dean of SoMAS, but will support numerous faculty and project directors, technicians, postdocs, and graduate students. This position will also interact with program managers in various divisions of the New York State Department of Environmental Conservation (NYS DEC).

The MOU Administrator will oversee funding received from NYS DEC and help faculty PI's manage allocations to fulfill project goals and meet deadlines while complying with all University, State, and Federal (pass-thru) policies. The successful incumbent will have a broad range of experience to include budgeting, procurement and project administration, and must be a skilled problem solver, have strong organizational skills, and an exceptional attention to detail.  Due to the nature of the research, which may involve collaboration with non-university units, the incumbent must exercise excellent judgment in overseeing the resources to help faculty PI's stay in fiscal compliance at all times.

Responsibilities will include:

• MOU Management & Budget Development:
  • Collaborate with SoMAS Principal Investigators (PIs) and faculty research teams to  develop work plans and research budgets based on the MOU project scope prior to submission to DEC.  Ensure all individuals are identified in scopes of work and appropriately budgeted to guarantee a comprehensive claim of recoverable costs, including proper salaries, fringe benefits, and tuition.
  • Resolve budget issues as necessary with sponsors. Within scope of allowance from sponsors, submit budget revision requests, and apply for no-cost extensions well in advance of lapsing dates of MOUs.
  • Establish, maintain, and track project administrative records regarding work plans and deliverables schedules for each MOU PI/task manager.
• IFR Accounts Administration:
  • Establish IFR accounts and sub-accounts for the MOU project tasks; set up authorized approvers and signatories for each.
  • Transfer staff and faculty payroll quarterly as equivalent expense to MOU IFR accounts prior to quarterly invoicing dates.
  • Prepare quarterly (or as required on a different schedule) invoicing to DEC within 45 days of each quarter’s close. Submit requests to Accounting for journal vouchers. Submit invoices with all backup documentation to NYS DEC as required to ensure payments. Respond to inquiries if additional documentation is requested. Verify zero-balance status on IFR accounts after accounts receivable (outstanding invoicing) to validate all expenses have been billed. Maintain MOU invoice tracking spreadsheets.
  • Track, reconcile and follow up on all IFR outstanding payments from DEC.
  • Using Campus Budget Module (CBM) or other systems, request adequate annual allocations sufficient to meet each MOU project’s needs for the fiscal year.
  • Complete mid-year and year-end account reconciliations as directed by the SBU Accounting Office for all MOU accounts.
  • Track faculty, staff, graduate and undergraduate student payroll on the IFR accounts for accuracy, interacting with Payroll and Provost’s Office when necessary to rectify errant entries.
  • Independently work to resolve account discrepancies, working with various campus offices such as Procurement and Accounts Payable, Payroll and Accounting.
  • Work closely with SoMAS HR Coordinator to provide essential programmatic and budgetary support information to ensure successful and timely recruitment efforts for MOU-funded positions.
• Procurement:
  • Advise project personnel with requirements for state purchasing (including equipment bidding, single/sole source justifications, establishment of subcontracts to collaborating institutions, etc.). Use various procurement means (Wolfmart, Procurement Card, M/S vouchers, travel vouchers, etc.) to facilitate these tasks as necessary.
  • Review and approve all MOU purchase requisitions, expenditures and other transactions. Exercise signatory authority for all accounts and sub-accounts, monitoring all transactions before posting to accounts to ensure they fall within budget and time frame of the approved projects.
  • Establish, maintain, and track project purchasing records. Perform general ledger activities and prepare journal transfers and accounting transfers as needed.
  • Provide faculty PIs with periodic expenditure reports, and engage PIs, Dean’s Office, and sponsors as needed regarding deviations on plans.
  • Track equipment purchases for inventory and equipment insurance control. Work with PIs and research teams to ensure that new equipment is adequately insured, and that all equipment insurance is renewed annually as long as equipment is in service.
• Other duties or projects as assigned as appropriate to rank and departmental mission.

Special Notes:
This is a full-time appointment. FLSA Exempt position, not eligible for the overtime provisions of the FLSA. Minimum salary threshold must be met to maintain FLSA exemption.
In addition to the employee's base salary, this position is eligible for $3,087 UUP annual location pay, paid biweekly.
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.

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