Budget and Administration Coordinator at Stony Brook University in Stony Brook, NY

Job description

We are the Division of Undergraduate Education We are student-centered departments dedicated to fostering and enhancing the ever-evolving undergraduate academic experience. We implement and support innovative teaching, advising, and student interventions that strategically promote student success, retention and graduation. We strive to create meaningful relationships with students and value collaboration with colleagues across academic and administrative areas to ensure students experience an inclusive and engaging environment. We are constantly evolving. We are a division of creative, forward thinking and solutions-focused staff, who are committed to professional growth, training, research initiatives and collaboration within our area and with campus partners. We invite you to apply to work in our division. Click here for more information about the Division of Undergraduate Education Required Qualifications (as evidenced by an attached resume): Bachelor’s Degree. Two (2) full time years of professional experience in an office or administrative setting. Experience managing and reconciling multiple account budgets and/or experience recruiting, hiring or onboarding employees. Proficiency in Microsoft Office Suite (Excel, Word) and Google applications or similar software. Preferred Qualifications: Administrative experience in a higher education environment. Experience using technology applications to support budgeting, financial management, and/or human resources functions. Proficiency with various university software platforms including but not limited to WolfMart, Avidxchange, SUNYBI, SBU Reporting and SOLAR, TMS, Concur, PeopleSoft/Oracle, RF Report Center. Experience interacting with diverse populations. Brief Description of Duties: The Budget and Administration Coordinator provides essential tactical and operational support to the Division of Undergraduate Education (DUE). The successful candidate will serve as a lead for high-volume financial and personnel transactions, ensuring adherence to University, State, and Foundation compliance standards. Key to success in this position is balancing competing priorities and working collaboratively in a team environment while consistently meeting strict deadlines. The ideal candidate will have an understanding of budget and personnel administration processes, problem solving and interpersonal skills as well as the ability to adapt to a changing and growing Division. This professional will demonstrate independence and sensitivity regarding personnel and budget information, as well as the ability to maintain strict confidentiality and discretion. Financial & Procurement Transaction Management : Monitor departmental operational budgets, tracking, expenditures, and encumbrances. Perform budget analyses, identifying overages, payroll errors, underutilized funds, and report findings. Process budget transfers forms, and reallocations in accordance with internal financial Divisional protocols. Assist with grant, project, or contract budget tracking, ensuring spending aligns with project restrictions and timelines. Serve as the primary point of contact for staff inquiries regarding budget spending policies and procurement workflows. Monitor financial documentation and maintain organized records to support audit readiness and compliance requirements. Personnel, Recruitment, and Process Management: : This position will be responsible for the bulk of the day-to-day personnel transactions. Assist with the creation of position descriptions, establish and charge search committees, advance candidates through the electronic applicant system, close searches, manage offers, and initiate pre-employment. Process all employment-related transactions related to existing appointments for all Division of Undergraduate Education staff, adjuncts, volunteers, and affiliates. Ensure permanent appointment eligibility for state staff appointments. Coordinate with supervisors to submit permanent appointment packages