Staff Associate for Faculty Affairs

Stony Brook University; Stony Brook (NY); On-site; USD 70,000 - 100,000; Full time

Job summary

Stony Brook University in Stony Brook, NY is seeking a Staff Associate for Faculty Affairs to oversee day-to-day administration of the faculty lifecycle across the Provost Academic Affairs units. The role manages faculty records in Interfolio, coordinates searches, promotions, tenure reviews, reappointments, and sabbaticals, and serves as a primary liaison for deans, chairs, and senior administrators.

The ideal candidate will have a Bachelor's degree and at least four years of higher-education

Qualifications

• Bachelor’s degree required.
• 4 years full-time progressive, professional experience in a higher education setting.
• Experience engaging with campus stakeholders at various levels.
• Experience using enterprise university systems such as Interfolio, PeopleSoft.
• Proficient in Google Workspace and Microsoft Office; Adobe Acrobat Pro; Zoom and Teams.

Responsibilities

• Oversee day-to-day administration of the faculty lifecycle across Provost Academic Affairs units.
• Manage faculty records and operations within Interfolio.
• Direct processes for faculty searches, promotion and tenure reviews, reappointments, and sabbaticals.
• Serve as the main contact for departments and colleges reporting to the Office of the Provost; ensure review materials comply with University policies.
• Manage multiple complex projects, exercise sound judgment, and meet deadlines with strong user-support and communication.

Skills

Stakeholder engagement

Communication

Organizational skills

Problem solving

Education

Bachelor's Degree

Tools

Interfolio

PeopleSoft

Google Workspace

Microsoft 365

Adobe Acrobat Pro

Zoom

Teams

Job description

Job Description - Staff Associate for Faculty Affairs (2504426)

Staff Associate for Faculty Affairs

Required Qualifications (as evidenced by an attached resume):

Bachelor’s Degree. Four (4) years of full time progressive, professional experience within a higher education setting. Experience supporting and engaging with a variety of campus stakeholders at various levels. Experience utilizing enterprise university systems and/or Human Resources software, such as Interfolio, PeopleSoft, or equivalent institutional databases. Technical proficiency must include advanced skills in Google Workspace/Microsoft suites, Adobe Acrobat Professional, and digital collaboration tools like Zoom and Teams.

Preferred Qualifications:
Master’s degree (foreign equivalent or higher degree). Six (6) years of full time experience in higher education, academic personnel, or a related administrative field. Familiarity with SUNY and Stony Brook University policies. Understanding of Affimative Action and EEO guidelines. Experience working within public sector collective bargaining environments (such as UUP contracts). General familiarity with faculty lifecycle processes, including promotion and tenure guidelines

Brief Description of Duties:
As a key member of the Academic Appointments team, the Staff Associate for Faculty Affairs oversees the day to day administration of the faculty lifecycle for the schools, colleges, and centers/institutes that fall under the Provost Academic Affairs area at Stony Brook University. The role is responsible for managing all faculty records and operations within Interfolio for these units, directing the processes for faculty searches, promotion and tenure reviews, reappointments, and sabbaticals. The Staff Associate serves as the main point of contact for departments and colleges reporting to the Office of the Provost, ensuring all review materials comply with University policies. This position requires an independent, collaborative professional who takes initiative and can confidently guide and advise deans, chairs, and senior administrators across these academic areas. Additionally, the ideal candidate must have a proven ability to independently manage multiple complex projects simultaneously, exercise sound judgment, and meet critical institutional deadlines in a collaborative team environment. Exceptional user-support and customer-service orientation, alongside excellent written and verbal communication skills tailored for a variety of campus stakeholders, are essential for success in this position.

Faculty Affairs Management :

• Promotion & Tenure Oversight: Serve as the primary administrative liaison for the Provost’s area regarding the Promotion and Tenure (P&T) process. Oversee the accuracy of all files, communicate institutional guidelines to Deans and Chairs, and ensure all dossiers are technically sound and complete prior to Provostial review.
• Recruitment & Faculty Searches: Collaborate with and support academic departments and colleges on workflows, compliance, and procedural matters related to faculty searches.
• Policy Interpretation & Consultation: Act as a primary resource on SUNY, UUP, and University policies. Advise academic units on complex personnel issues, including tenure clock interruptions, endowed chairs, and other policy‑related matters.
• Training & Workshops: Partner with Provost’s Office team members to design, develop, and lead workshops and training sessions focused on faculty affairs processes and system navigation.

Faculty Affairs Data Management & Systems Administration :

• System Design & Automation: Manage and optimize faculty affairs processes within Interfolio. Design and streamline templates, forms, and workflows to track and automate faculty reappointments, promotions, tenure, leaves, and FTE reductions while ensuring policy compliance.
• Data Analytics & Reporting: Generate, audit, and manage comprehensive faculty data reports (using PeopleSoft, Interfolio, and other institutional systems) to ensure absolute accuracy for all personnel actions, milestones, and effective dates.

Other duties and projects as assigned and appropriate to rank and departmental mission.

Special Notes:
This is a full-time appointment, reporting to campus in Stony Brook, NY. 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 $4000 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 [phone] or visit OEA.

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Job Number: 2504426

Official Job Title : Staff Associate

Job Field: Administrative & Professional (non-Clinical)