GSO Administrative Manager (GSO)

Position Summary

The Administrative Manager is responsible for working with student leaders to ensure the smooth and customer-oriented operation of the Graduate Student Organization (GSO). The Administrative Manager ensures that the needs of the graduate student body are met through the development and implementation of policies and procedures necessary to help create a campus community, assist in program development, promote good governance, support student advocacy, and provide access to student activity fee funds, in the framework of the GSO. 

The Administrative Manager works with the Fiscal Agent to ensure that allocations and disbursements of activity fees are made per the Chancellor's guidelines and GSO policies. The Administrative Manager works closely with professional staff in the Division of Student Affairs, particularly Student Life team members, who collaborate with GSO on club and organization training, advising, activities, risk management, and policy oversight. The Administrative Manager meets regularly with the Associate Dean of Students and Director of Student Engagement & Activities to ensure GSO's smooth functioning aligns with University policies and procedures.

The Administrative Manager serves as an advisor and support resource to student groups in the planning and implementing GSO activities and events. This position reports organizational information and provides recommendations to the Executive Committee of the GSO.

The Administrative Manager reports to the GSO Executive Committee, 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 degree. 
• Experience managing, planning, and executing programs (i.e., student organization advising and administration, student leadership, event management).
• Experience developing and managing budgets.
• Training and development experience that supports organizational continuity.
• Strong organizational, analytical, collaboration, writing, communication, and interpersonal skills.
• Working knowledge of database management systems and Google Suite.
• Previous experience and demonstrated competence in working with a diverse population.

Preferred Qualifications:

• Experience working with graduate students.
• Experience or knowledge of the club/organization's operational responsibilities in a college or University. 
• Experience working with student government in a college or university setting.

Primary Responsibilities:

Financial

• Approve all vouchers (~2,000 annually) for the organization. Assure that all vouchers have the required paperwork.
• Coordinate and update the electronic voucher system (i.e., Blackbaud).
• Work closely with FSA Fiscal Agent to process vouchers, receive online orders, assist with obtaining required signatures, and expedite University approval on contracts.
• Expedite completion of vouchers that the FSA Fiscal Agent rejects for reasons of being incomplete (missing signatures, missing supporting documentation, etc.)
• Facilitate voucher appeals that the Fiscal Agent rejects to comply with budget or guidelines.
• Process all approved grant applications with the Accounting Office.
• Assist the Budget Committee when required.
• Assist the GSO Treasurer in developing the annual budget, including participation in budget hearings.
• Provide reports of budget activity reports as requested.
• Assist FSA fiscal agent with contract approvals and ensure compliance with processes and policies (i.e., vendor contracts, MOUs, performer contracts).
• Respond to emails regarding any queries from students.
• Provide training and assistance to Assistant TAs in the processing of the vouchers.

 

Events and Activities

• Serve as a co-advisor with GSO's club advisor from the Office of Student Engagement and Activities.
• Assist with ticket reservations/ticket sales for events.
• Work with the FSA Fiscal Agent to support reviewing contracts for compliance with the University.
• Follow all guidelines (working with university administrators), budgetary controls, and insurance needs (working with fiscal agent), and obtain advice from legal counsel as needed.
• Attend all major GSO-hosted programs and events (i.e., orientation). Ensure the smooth execution of these events and provide constructive feedback.
• Attend all events management meetings and provide updates to the group on all GSO-funded clubs.
• Supervise major events-related activities and guide the production team if necessary.

 

Content Creation

• Create flyers, posts, and other social media marketing materials to be distributed and shared for future GSO events and collaborations.
• Collaborate with internal teams to gather information and create content that aligns with the organization's messaging.
• Create ways to increase engagement amongst students through social media.
• Create and update presentations to be shown for orientation, and Executive Committee meet and greets.

 

Social Media Management

• Manage and oversee the organization's social media accounts.
• Create and implement social media campaigns to increase brand awareness and engagement.
• Monitor social media trends and engage with the online community.
• Ensure clear and consistent communication within the organization.

 

GSO Office Operations

• Ensure a positive customer service atmosphere at all times.
• Provide strong guidance to clubs/organizations.
• Provide sound advice and guidance to members of the GSO Executive Committee.
• Facilitate the development of organizational goals by the Executive Committee.
• Provide leadership development training to the Executive Committee as needed.
• Ensure the Executive Committee adheres to the rules and guidelines stated in the constitution, bylaws, and policies.
• Supervise Assistant Treasurers and student staff.
• Approve time sheets for all student staff.

 

Other Duties

• Manage liaison relationships between GSO and other entities, including FSA Fiscal Agent, legal counsel, administration, etc.
• Oversee election processes with support from Student Affairs.
• Supervise and guide the Elections Committee Chair.
• Serve as the organization's point of contact with insurance for all GSO matters.
• Participate in University-wide committees on behalf of the GSO.
• Other duties as assigned by the GSO Executive Committee.

Physical Demands and Work Environment:

While performing this job, the employee must occasionally lift and move up to 40 pounds. The work environment can sometimes be frenetic, so the pace and noise can be considered higher than usual for an office environment. While performing 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.

 

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FSA is an employer and educator recognized for valuing AA/EEO and Protected Veterans and Individuals with Disabilities.

Diversity & Inclusion Statement

The Stony Brook Graduate Student Organization is committed to diversity, equity, and inclusion and abides by guidelines set forth by the GSO Diversity, Equity, and Inclusion (DEI) Committee and Stony Brook University.

Diversityrepresents all identities and backgrounds, including, but not limited to, race, ethnicity, disability, religion, sexual orientation, gender identity, and socio-economic status. The Graduate Student Organization (GSO) recognizes that recruitment initiatives to increase the diversityof our campus community must be augmented by initiatives for equity and inclusion to ensure that all people, especially those from marginalized backgrounds, will have equitable opportunities to succeed and will feel safe and valued at our institution. 

Equityis the fair treatment, access, opportunity, and advancement for all people, which is achieved by identifying and eliminating the barriers that have prevented participation based on identity and ascribed status.

Inclusionis the development of a culture of belonging by actively inviting the contribution and participation of all people, which is cultivated through elevating marginalized voices, celebrating difference, and students being able to see themselves reflected in the faculty and upper Administration.

Additional Details

FLSA: Exempt
Schedule: Full-time: Monday - Friday 8:30am-5pm. Occassional night and weekend work is required.
Salary: $62,400 per year

How to Apply

Review of applications will begin immediately, and the position will remain open until a qualified pool of candidates is obtained.

Applicants need to:

Apply on Indeed

Attach/upload a resume to the online application in Microsoft Word or PDF format.

 

No relocation or VISA Sponsorship is available.

FSA may make reasonable accommodations to enable applicants to participate in the hiring process and employees to perform their essential functions.  If you require an accommodation to participate in the selection process, you are encouraged to contact Human Resources at (631) 632-9306