Administrative Director for AI Innovation Institute **Required Qualifications (as evidenced by an attached resume):** Bachelor’s degree (foreign equivalent or higher). Five (5) years of full-time administrative experience. Experience working with budget management and/or financial projections. Experience in hiring and/or supervising staff. Experience with purchasing, processing expenditures and/or office management functions. Highly proficient, professional experience in word processing, spreadsheet management, electronic messaging, and internet applications (Microsoft Word, Excel, PowerPoint, Google Apps, etc...). **Preferred Qualifications:** Advanced degree (foreign equivalent or higher). Administrative experience supporting an executive level individual. Experience working in a Higher Education/ Academic environment. Extensive working knowledge of SUNY and/or SBU policies, practices, and procedures. Grant management experience to include pre and/or post awards. Experience working with computer systems such as: Human Resource, procurement, reporting. Experience organizing and overseeing programming, events or projects. **Brief Description of Duties:** The Administrative Director will oversee the administration of a unique, self-sustaining research institute at Stony Brook University. This role involves providing comprehensive administrative support to the Director, faculty, and staff of the **AI Innovation Institute** . Responsibilities include managing personnel, budgets, and adherence to SBU, Research Foundation (RF), and Stony Brook Foundation (SBF) policies. The Administrative Director will also act as a primary liaison between the Institute, University Administration, External Advisory Board, and donors. The incumbent will have excellent written and verbal communication skills, strong interpersonal and organizational skills, and be detail-oriented. They will engage others with integrity and a high degree of professionalism and possess a demonstrated ability to work with time-sensitive and confidential data. **Duties:** **Administrative Leadership** : + Oversee all administrative functions of the Institute, including operational and strategic planning, business development, fiscal management, and facility oversight. + Coordinate evaluations of the Institute. + Educate faculty, postdocs, and staff on university policies and procedures. + Act as liaison with high-level administrative offices and the Institute’s benefactors. **Staff Management** : + Mentor and supervise staff, student assistants, and extra service staff. + Manage recruitment, hiring, and performance evaluations. + Oversee recruitment and hiring of postdocs and research scientists for the Institute. **Outreach and Communications** : + Promote a positive public perception of the Institute through outreach, seminars, and workshops. + Serve as the Institute’s liaison with the University Communications office, managing marketing, branding, and external relations (e.g., annual reports, website, social media). **Fiscal & Budget Management** : + Develop and monitor operating and strategic budgets. + Manage Institute accounts, including State, IFR, SBF, IDC, and sponsored research. + Maintain accurate records of financial transactions and project long-term financial needs. + Annual CBM process/ systematized Budget input. + Prepare and present current year and multi-year financial analyses on an annual or ad-hoc basis for Provost Senior Leadership. + Budget management to ensure transactions are in line with approved budgets + Provide financial insights, reporting, and analysis of financial data and performance measures, monitor key financial and operating metrics, and assist in long-range strategic planning. **Administration of Employee Appointments** + Coordinate appointments from recruitment through termination. + Develop position descriptions and manage appointment/reappointment paperwork. + Oversee visa and immigration matters in collaboration with SBU’s Visa and Immigration Services. **Grants Management:** + Work with multiple Principal Investigators assembling, coordinating, and developing grant proposals to include budget, submission and renewals. + Ensure timely submission to funding agencies, according to the specific agency guidelines. + Pre and post-award grants management including submission, tracking, subcontract and on-campus budgets for all awards funding the Institute, ensuring proper fund use and compliance with agency guidelines. + Seek funding opportunities and supervise all grant-related processes. **Other duties projects** as assigned and appropriate to the institute’s mission and rank. **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 $3,400 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._** 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. **\#LI-DK1** **Job Number:** 2502488 **Official Job Title:** : Staff Associate **Job Field** : Administrative & Professional (non-Clinical) **Primary Location** : US-NY-Stony Brook **Department/Hiring Area:** : AI Innovation Institute **Schedule** : Full-time **Shift** : Day Shift **Shift Hours:** : 8:30am - 5:00pm : **Posting Start Date** : Jun 17, 2025 **Posting End Date** : Jul 7, 2025, 10:59:00 PM **Salary:** : Commensurate with Experience **Appointment Type:** : Term **Salary Grade:** : SL4 **SBU Area:** : Stony Brook University **Req ID:** 2502488