Campus Life Centers Billing Administration Specialist at Stony Brook University in Stony Brook, NY

Job description

Who We Are We, the Division of Student Affairs, are a student-focused organization that aims to empower student success and support personal development. We act daily to create, enhance, and sustain a culture of respect and inclusion in the workplace, focusing on equity and justice in its many forms, including racial, social, and environmental justice. We intentionally and relentlessly pursue excellence through introspection, vulnerability, empathy, compassion, learning, and courage. We value our internal and external partnerships as vital drivers of the ambitious goals we pursue. We celebrate and take pride in the following: Named one of the “Most Promising Places to Work in Student Affairs” by Diverse Magazine. Serving a highly diverse student body ( click here for more information). Leading the way as the #1 ranked institution in the AAU and #3 of all colleges and universities nationally in fostering our students' social mobility. Awarded multiple distinctions including philanthropic awards and research grants in experiential learning and career development, voter engagement, student engagement, health and wellness practices, and quality of residential life. Click here for more about Student Affairs. Required Qualifications (as evidenced by an attached resume): Bachelor’s degree (foreign equivalent or higher). Three (3) years of progressively responsible full-time administrative experience. Experience with financial planning, budget management and/or reconciliation. Experience supervising staff (student experience will be considered). Experience with Microsoft Office Suite and/or Google Workspace. Preferred Qualifications: Master's degree (foreign equivalent or higher). Experience working with students on campus events. Experience with inventory management. Experience with facilities inspections. Experience working in a University setting with a diverse population. Experience with 25Live or other scheduling software systems (e.g. CVENT, EventBrite, Social Tables, Collaborate, etc), including data entry and generating reports. Brief Description of Duties: Reporting to the Assistant Director for Event Services, the Campus Life Centers Billing Administration Specialist provides financial and operational leadership for venues within established departmental policies and procedures. The Campus Life Centers Billing Administration Specialist leads accounts payable/receivable, drives business development, and promotes facilities to maximize revenue recovery and utilization. Additionally, they supervise student staff, cultivate a customer-first service culture, maintain an accurate reservations system, and lead continuous assessment initiatives to evaluate service quality and user satisfaction. The ideal candidate blends exceptional customer service, meticulous detail, and strong budget management skills with the ability to manage growing operational budgets with the integrity, independent drive, and collaborative communication needed to serve as an ambassador for the Campus Life Centers. Budget, Purchasing and Account Management Facilitate billing operations, including timely invoice generation, distribution, and systematic tracking of incoming payments. Maintain real-time billing logs to accurately reflect payment statuses, outstanding balances, and overdue accounts, proactively following up on outstanding invoices to ensure full revenue recovery. Research and implement efficient billing solutions. Create comprehensive financial reports on budget utilization and spending trends across Campus Life Centers accounts. Assist in tracking all purchases and budget transfers; perform monthly audits and budget-to-actual reconciliations in university systems (e.g., SUNY BI) to ensure expenditure targets are met. Manage all purchase orders. Maintain working knowledge of and ensuring compliance with State procurement processes, regulations, and approval thresholds. Collaborate with the Assistant Director of Events and Operations on the biannu