Administrator, Division of Comparative Medicine

The Division of Comparative Medicine (DCM) in the College of Medicine at SUNY Downstate Health Sciences University is seeking a full-time Administrator / Senior Staff Associate.

The Administrator / Senior Staff Associate plays a key role in the administrative and financial operations of the Division of Comparative Medicine. The successful candidate will oversee the Division's day-to-day fiscal and administrative activities, including accounts payable and receivable, animal research billing, budget preparation and monitoring, procurement, service contracts, and administrative support for departmental operations.

The position works closely with Division leadership, Principal Investigators, the Research Foundation, vendors, and other University departments to ensure accurate and timely financial administration and effective support of DCM operations.

Duties and Responsibilities

• Oversee the Division's daily fiscal and administrative operations, including accounts payable, accounts receivable, budget tracking, and financial reporting.
• Coordinate animal research billing and account activity in collaboration with Principal Investigators and the Research Foundation.
• Prepare and distribute invoices for animal research and related services, including animal housing per diem charges, operatory charges, and other applicable service fees.
• Maintain supporting billing and payment documentation, monitor outstanding balances, and issue delinquent payment notices as appropriate.
• Prepare departmental financial reports and provide administrative support related to investigator animal research charges.
• Assist with the preparation of the Division's annual budget and monitor expenditures and available allocations throughout the fiscal year.
• Support periodic evaluation of animal housing per diem rates and other cost-recovery charges.
• Coordinate and oversee animal orders and related administrative processes.
• Manage and monitor vendor service contracts and equipment maintenance agreements.
• Coordinate the procurement of equipment and supplies required for Division operations, including animal husbandry food and bedding, veterinary and technical supplies, medications, support equipment, and office supplies.
• Provide administrative support for staff recruitment and other personnel-related activities.
• Coordinate administrative and financial support for departmental seminars and other Division activities.
• Provide administrative support for regulatory compliance activities and accreditation site visits.
• Maintain accurate financial, procurement, contract, and administrative records in accordance with University and Research Foundation requirements.
• Perform other related duties as assigned.

1. Serves as Departmental Administrator for DCM - Division of Comparative Medicine by overseeing all daily fiscal operations and representing the Division at administrator meetings

2. Prepares all personnel forms for the Division working with instruction from Director, to include appropriate justification to HR, Payroll or Dean's Office. 

3. Supervise duties of Staff Assistant in Division of Comparative Medicine, includes work duties, time and attendance and evaluation.

4. Responsible for generating and sending out monthly invoices to Principal Investigators who utilize the SUNY Downstate animal facility in coordination with the Research Foundation and the College of Medicine

5. Responsible for the collection, including follow-up on delinquent accounts, of all DCM accounts receivable for animal research from Principal Investigators inside and outside SUNY Downstate including charges for technical and veterinarian services rendered, as well as animal operatory charges and act as Division liaison with the Research Foundation.

6. Responsible for the collection and logging of all checks are received and deposited through the Bursar's Office or credit card payment through e-Market.

7. Assist Principal Investigators in preparing budget for scientific projects by maintenance of DCM business web page that provides them with information about per diem, technical charges, operatory fees and departmental financial procedures including animal orders.

8. Coordinate and oversee along with the Facility Manager the renewal and payment of DCM's service contracts.

9. Responsible for accounts payable to vendors after approval from the DCM Director. This includes ordering all husbandry, veterinary technician, operating room, drug, and office supplies needed in the Division.

10. Monitor and balance all DCM's Accounts (IFR, State and Research Accounts) to ensure all departmental encumbrance and expenditures are accurate and all funding entitlements are appropriately received and spent.

11. Coordinate, prepare and complete the annual budget for the Division.

12. Coordinate, prepare and complete the annual "All funds" budget for the Division.

13. Prepare regular reports demonstrating fiscal responsibility. That is reports on accounts receivable collected, budget spend down, or any other reports requested by the Director.

14. Assist the Director in the calculations to determine effectiveness of per diem rates in meeting the costs of  the Division.

15. Assist in the accreditation, compliance and reviews of the Division including gathering of information a completing of paperwork for oversight bodies.  

16. Chiefly responsible for standard operating procedures related to fiscal management of the Division, and as part of the SOP Committee/DCM Leadership Team assist in editing and revising all standard operating procedures.

17. Represent DCM Director as requested in business meetings, vendor meetings, etc.

     

Required Qualifications

• Bachelor's Degree.
• Five (5) years of relevant administrative experience.
• Demonstrated knowledge of basic financial and bookkeeping practices, including accounts payable, accounts receivable, budget tracking, and fiscal reporting.
• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong written and verbal communication skills.
• Ability to work effectively and professionally with faculty, researchers, staff, vendors, and other internal and external stakeholders.
• Proficiency with Microsoft Office applications, particularly Excel and Word.
• Or, a satisfactory equivalent combination of experience, education and training.