Stony Brook University Undergraduate Program Coordinator in Stony Brook, New York

Undergraduate Program Coordinator


Required Qualifications: (As evidenced by an attached resume):

Bachelor’s Degree (equivalent) or higher. Two [2] years of full-time administrative experience, preferably in a student services type setting within a Higher-education/academic environment. Highly proficient, professional experience in word processing, spreadsheet management, electronic messaging and internet applications (Microsoft Word, Excel, PowerPoint, Google Apps, etc...). Strong organizational and time management skills with exceptional attention to detail. Experience effectively multi-tasking in a fast-paced, dead-line driven environment with a high degree of accuracy and organization. Experience interacting with individuals at various levels within an institution as well as the general public whenever necessary. Experience interacting with a culturally and ethnically diverse population. Experience working with, and maintaining, confidential information. Experience with PeopleSoft.

Preferred Degree/Qualifications:

Master’s Degree (equivalent). Experience using a Web design program such as OUCampus. Experience using a recruitment applicant tracking system such as Taleo. Experience working with one, preferably more than one, of the following systems: ApplyYOracle, Wolfmart, SMRT, SBU Reporting., SOLAR, AccessVIS, 25Live, Experience with Research Foundation/SUNY policies and procedures. Experience working with visa/immigration paperwork. Experience working with students and/or student records. Experience assisting students with situations related to Student Academic Policies and Procedures Experience with budgets, account reconciliation and/or procurement. Event planning experience. Student advising experience.

Brief Description of Duties:

Reporting to the Assistant to the Chair for the Department of Materials Science & Chemical Engineering, the Undergraduate Program Coordinator works closely with the Undergraduate Program Directors and is responsible for maintaining the overall academic integrity, quality and viability of the Undergraduate Degree Program and provides continuous comprehensive academic advising to undergraduate students from matriculation to graduation on courses as per program guidelines. This person will play a major role in the advisement of both the existing undergraduate programs as well as any new programs in the department. Some duties include, but are not limited to, student recruitment and advising, event planning, and coordinate ABET accreditation processes. Incumbent must possess outstanding written, verbal, and interpersonal communication skills; experience successfully working independently as well as part of a team with a collaborative approach to problem solving; and strategic and analytical thinking skills with an ability to solve problems and make effective decisions.

  • Responsible for coordinating all aspects of all the undergraduate programs’ academic administrative matters, such as academic planning, administering program policies/procedures, student recruitment, registration, and advising; course catalog, course scheduling, department brochures, and grades reporting. As the primary liaison between students, the coordinator serves as the point person and information source for all University and departmental policies and procedures relevant to the program. Coordinate ABET accreditation processes, as needed.

  • Oversee department registration procedures. As needed, partner with International Academic Programs & Services regarding VISA appointments and processing. Process student's request to register for course forms. Override permissions to register student when necessary. Closely monitor course enrollment. Provide resolution to course conflicts, enter master scheduling of courses on-line, monitor add/drop and section changes, place reserves and wait-lists as appropriate, and perform prerequisite screening. Works closely with appropriate parties in relation to those students entering the sequential program. Assist with declaration of major, minor, specializations for the undergraduate programs in the department. Coordinate writing requirements, course substitutions, transfer course/credit evaluations and course registration permissions; review and forward to the appropriate professor with applicable supporting documentation.

  • The coordinator collaborates with faculty and students to identify parameters to support advising for students and ensure student success and satisfactory progress to degree at each milestone. Ensure maintenance of academic folders for each student in all undergraduate programs to track student’s academic reports and Graduation requirements. Manage all student records through graduation clearance. Advise students of current scheduling and petition procedures. Oversee program degree requirements. Assist with advising students in individual and group settings on an ongoing basis for both programs, and communicate on a regular basis about courses, majors, degree requirements, and policies/procedures with students, program directors and/or others as per NYS guidelines. Provide active support, follow-up, and strategies for success either individually or in a group setting, to students on academic action. Work collaboratively with the ATC, undergraduate program director, the Undergraduate Dean's Office, CEAS advising office, the Admissions’ office, the Transfer Office, the registrar’s office and MSCE faculty members in connecting students to majors/minors, assisting students with processing transfer credits, declaring majors/ minors, clearing for graduation and to provide support to the ESG/CME Undergraduate students. Serves as a general walk-in academic advisor for the CME/ESG undergraduates as needed. As requested, provide Program Directors with administrative support for university awards, scholarships, and fellowships. Send notification to students and on-line clearance of graduation candidates. Ensure students complete college requirements and current university policies and deadlines are met. In the event issues remain unresolved, bring it to the attention of ATC & program directors. Advise students in classroom and work with them to resolve any academic concerns.

  • Partner with the ATC, Program Directors, Department Chair, and Faculty and assist in the following: Assist faculty (if and when state funded faculty expenses) with purchases, reimbursements, order of equipment, supplies & other. Ensure purchase of blue books and undergraduate lab related expenses are maintained and communicated with ATC. Ensure all expenses for individual faculty state grants or departmental revenues for any particular faculty on either state or IDC are processed through Wolfmart and expense reports maintained. Work collaboratively with ATC on all expenses and assist ATC in processing of Part-time faculty and/or student appointment. Ensure overloads for TAs for ESG & CME and maintain expense report for that and report to ATC. Work closely with Human Resources to ensure appointment and benefit stability.

  • Assist the Assistant to the Chair in the administration of the undergraduate program and advise and complete part time lecturer appointments for each semester for the undergraduate programs and monitor enrollment figures. Edit/proof undergraduate online bulletins. Create/update program brochures for ESG/CME undergraduate program, ESG/CME minors, ESG/CME specializations, ESG/CME Guide, ESG /CME website. Assist with the development of new undergraduate courses and changes to existing courses and ensure timely course approvals and updates from CTPC. Assist with implementing changes and/or modifications to existing programs or development of new programs. Assist with the assessment of the undergraduate curriculum. Assist ATC as the Hiring Manager Assistant for all hires mostly for undergraduate program related purposes on the Taleo Management system (TMS) or otherwise. UG Visa and immigration processes are completed in a timely manner for I-20, OPT,CPT etc.

  • Assistance with ABET Accreditation: Produce reports of teaching activity by individual faculty member for the ESG/CME program by analyzing data to interpret results, and customizing reports for ABET Accreditation. Help compile data for ESG/CME ABET engineering self-study, maintain and keep the curriculum updated, and ensure collection of information from various faculty teaching different courses in the program. Work with staff assistant & ATC to generate these reports. Assist the undergraduate program directors with program improvements, managing details of upcoming site visit –clarifying documentation requirements with ABET visiting team, requesting/collecting / maintaining documents from various faculty and all collaborating offices on campus to ensure a smooth accreditation site visa

  • Assist with all activities related to attracting prospective students. Work in conjunction with Program Directors to design new methods to advertise and promote programs, as well as enhance the diversity of the student body. Provide advising to prospective students interested in undergraduate programs in the department of Materials Science and Chemical Engineering. Coordinates meetings with undergraduate program directors as/when appropriate.

  • Work closely with the ATC, Program Directors, Department Chair, Faculty, and Program Committees of each program to improve the administration of the Program in the Dept. Provide administrative support to the Program Committees for each program, their meetings and in implementing their decisions as well as manage any special projects as needed.

  • Keep students informed of all academic policies, deadlines and petition procedures. Initiate contact with faculty, students and alumni. Ensure scheduling of courses and maintenance of enrollment reports and work with both staff assistant and ATC to work on such reports. Report any curriculum related or academic related concerns to the ATC & program directors and initiate to resolve such issues with them. Act as liaison between student and Professors/Program Director.

  • Coordinate new course approvals/revisions or deletions. Assist the ATC, as needed, in the coordination of the departmental Fall/Spring/Summer session programs/classes and tentative year in-advance scheduling.

  • Manage faculty book orders, course syllabi, course descriptions, grade change forms, teacher evaluations, and schedule classrooms for final exams.

  • Manage promotional material for the programs (Open House, Orientation, website, Blackboard, newsletter, marketing, etc.) and assist, as needed, with any Program events such as Commencement, recruitment, and ceremonies.

  • Represent the Program at meetings as needed. Interact with other University offices as needed, i.e. the Undergraduate office at CEAS and the university, Dean’s Office, International Academic Programs, Registrar’s Office, Student Accounts and other academic departments as necessary.

  • Participates in initiating, planning, and developing events and activities in the department for the undergraduate programs which build community and support academic success, especially activities which assist students in their exploration of academic interests, internship, research, schedule and towards their specialization.

  • Participate in various University programs and services as well as those offered by the CEAS Undergraduate Student Office and the Academic and Pre-Professional Advising Center, including campus events, special events, Admissions open houses/receptions, and Admitted Student Day event. Assist with the coordination of the CEAS convocation.

  • Keep accurate and complete program and student records with adherence to FERPA regulations, from admissions through graduation clearance including demographic and career history. Provide reports, tuition rosters, and statistics, as needed, in support of program data, program decisions and ABET accreditation as needed. Working closely with the Materials Science & Chemical Engineering Assistant to Chair, record statistics for ESG/CME enrolled majors, class enrollment, U-level enrollments, ESG/CME graduate GPAs and post graduate placement on an annual basis. Gather and submit statistics for annual MSE departmental surveys. Coordinate internal survey efforts (e.g., undergraduate alumni survey, undergraduate advising survey, Exit Survey of the graduating class from ESG & CME programs) and external survey efforts (e.g., Employer surveys, Industrial Advisory Board (IAB) Reports, Senior Design (ASM) Survey) by overseeing distribution and collection of online and paper surveys and tabulating results for ABET accreditations. Ensure surveys are being maintained and back-ups are preserved.

  • Recruit, approve, process and supervise all Federal Work Study and student assistant appointments. Approve hours in SOLAR as needed.

  • Ensure checks are picked up and disbursed in a timely manner in the absence of the staff assistant.

  • Other duties or projects as assigned as appropriate to rank and departmental mission. Special Notes:

This is a full time appointment. FLSA Nonexempt position, eligible for the overtime provisions of the FLSA.

Stony Brook University is 100% tobacco-free as of January 1, 2016. See our policy and learn more

Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Governor’s Office of Employee Relations at (518) 474-6988 or via email at .

About Stony Brook:

Stony Brook University, home to many highly ranked graduate research programs, is located 60 miles from New York City on Long Island's scenic North Shore. Our 1,100-acre campus is home to 24,000 undergraduate, graduate, and doctoral students and more than 13,500 faculty and staff. SBU is a comprehensive research-intensive university and a member of the prestigious Association of American Universities (AAU), which includes 34 public universities among its 62 members. SBU consists of 12 schools and colleges and a teaching hospital that provides state-of-the-art healthcare in the Long Island region. SBU also manages and performs joint research with Brookhaven National Laboratory, the only Department of Energy Laboratory in the Northeast, and shares doctoral programs with Cold Spring Harbor Laboratory, a world-renowned molecular biology institute. Home to the Emerson String Quartet, the Jackson Pollock House in East Hampton, New York, the Humanities Institute, and the Southampton Arts Program, and with endeavors that extend to the Turkana Basin Institute in Kenya and the Ranomafana National Park in Madagascar, SBU sustains an international reputation that cuts across the arts, humanities, social sciences, and natural sciences.

Stony Brook University is an Affirmative Action/Equal Opportunity employer. We encourage protected veterans, individuals with disabilities, women and minorities to apply.

If you need a disability related accommodation, please call the University Human Resource Services Department at (631) 632- 6161 or the University Hospital Human Resources Department at (631) 444-4700. In accordance with the Title II Crime Awareness and Security Act, a copy of our crime statistics is available upon request by calling (631) 632- 6350. It can also be viewed on line at the University Police website at

Job Field: Administrative & Professional (non-Clinical)

Primary Location: US-NY-Stony Brook

Official Job Title: Staff Assistant

Department/Hiring Area: CEAS - Materials Science & Chemical Engineering

Stony Brook University

Schedule: Full-time

Pass Days: Day Shift

Posting Start Date: Jul 11, 2018

Posting End Date: Aug 13, 2018, 10:59:00 PM

Salary: Commensurate with experience within the the range of $43,500-$52,000

Salary Grade: SL2

Req ID: 1801927