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Budget and Administrative Coordinator

Required Qualifications (as evidenced by an attached resume):

Bachelor’s Degree (foreign equivalent or higher). Three (3) years of administrative experience. Experience with budget management. Advanced experience working with word, spreadsheet management, and internet applications, e.g., Microsoft Word, Excel, PowerPoint, Adobe, and Google Apps.

Preferred Qualifications:

Experience with financial databases and/or reporting. Previous experience processing payroll. Knowledge of HR policies, procedures, and/or best practices. Experience working with SUNY or SUNY Stony Brook administrative environment. Experience with one or more of the following systems: PeopleSoft, Oracle, SUNYBI, SBU reporting, RF Business applications and/or CBM (Campus Budget Module). Experience using an Employee Resource Planning (ERP) system.

Brief Description of Duties:

The position is primarily responsible for the coordination of budgetary functions as it relates to payroll for the College of Engineering and Applied Sciences (CEAS). The duties include coordinating and organizing all employment transactions, creating and maintaining electronic filing system, creating and maintaining organizational charts, and co-managing the CEAS main inbox. The budgetary duties include navigating financial databases to produce various reports, analyzing data for accuracy, processing allocation and journal transfer requests, reviewing and processing adjunct appointments, and managing the Position Compensation Request (PCR) process. The position also involves maintaining and reconciling all funds schedules and subsidiary spreadsheets. The Coordinator plays a critical role in ensuring that the College is in compliance. This position reports directly to the Assistant Director of Finance and Management with a dotted line reporting to the Senior HR Business Partner.

The ideal candidate should possess excellent communication abilities, both verbal and written. They should have prior experience of working independently and collaboratively as part of a team and should possess problem-solving skills. The candidate should have excellent organizational and time management skills, along with an exceptional eye for detail. They should also possess the ability to handle confidential, complex, and sensitive information related to personnel and budgetary transactions and data and have the capability to exercise sound judgment.

Duties:

Budgetary functions:

+ Navigate financial databases to produce various reports; PeopleSoft/Campus Budget Module (CBM), SUNY Business Intelligence (SUNYBI), Stony Brook Reporting (SBUR), RF Report Center, etc. Identify, interpret, extract, and disseminate relative data from reports. Analyze data for accuracy and make recommendations for improvements as needed.

+ Process, track, and follow up on Allocation, PDME, and Journal Transfer requests for State, Income Fund Reimbursable (IFR), SUNY University Tuition Reimbursable Account (SUTRA), and Research Foundation (RF), Stony Brook Foundation (SBF) accounts to confirm completion and accuracy of transfers. Ensure proper documentation and information has been received.

+ Review and process adjunct appointments to ensure compliance within approved budget allocations, process and maintain PCR/budget requests and excel spreadsheet for accurate reconciliation. Track and follow up to ensure appointments are accurately reflected in the University HCM system.

+ Review, process, and reconcile all summer/winter admin and instructor expenses. Initiate necessary transfers to align expenses with proper accounts. Respond/confirm all data to Provost's office, as requested.

+ Cross training and backup for TA/GA processing and logging.

+ Manage the Position Compensation Request (PCR) process to ensure compliance within approved budget allocations, review requests, submit to Assistant Director for approval, log and update PCR status on master excel file and send notification of approvals to the appropriate departments.

+ Assist the Assistant Director of Finance in the processing, logging, and monitoring of Research Support Requests (RSR) and matching commitments. Updates RSR requests/status excel data monthly, enters commitments on contingency spreadsheet as appropriate.

+ Assist with the review and submission of Additional Research Compensation (ARC) requests.

+ Responsible for maintaining and reconciliation of all funds, schedules, and subsidiary spreadsheets.

+ Cross training and back-up support for procurement functions.

Dean’s office administrative support functions:

+ Coordinate, track, and organize all employment related transactions utilizing the appropriate system for new/existing appointments for all CEAS faculty, staff, adjuncts, affiliated/joint/non-salaried appointments and volunteers, summer project aides, retirees, etc.

+ Create, implement and maintain an electronic filing system.

+ Support hiring requests via the applicable University system.

+ Creates and maintains CEAS division reporting, shares necessary compliance deadlines with departments.

+ Maintains organizational charts for the College.

+ Co-Manages the CEAS main inbox for the Dean’s office.

+ Provide administrative support to the Director and Assistant Director of Finance and Management as needed.

Compliance support:

+ Liaison with the department representatives to ensure HR and Budget paperwork and procedures are completed accurately and in a timely manner. Provide training, as necessary. Liaison with other offices on campus as necessary and/or requested.

+ Coordinate and compiles reporting requests, as needed.

+ Attend any mandatory training. Attend and participate in all meetings as scheduled, respect all team members, maintain complete confidentiality, ensure appropriate internal controls are in place, report any issues to management.

**Other duties or projects** as assigned as appropriate to rank and department mission.

Special Notes:

This is a full-time appointment. 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 $3,400 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 (631) 632-6280 or visit OEA (https://www.stonybrook.edu/commcms/oea/) .

_In accordance with the Title II Crime Awareness and Security Act_ a _copy of our crime statistics can be viewed_ here (https://www.stonybrook.edu/police/) _._

Visit our WHY WORK HERE (https://www.stonybrook.edu/jobs/working-here/) page to learn about the **total rewards** we offer.

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**Job Number:** 2500401

**Official Job Title:** : Senior Staff Assistant

**Job Field** : Administrative & Professional (non-Clinical)

**Primary Location** : US-NY-Stony Brook

**Department/Hiring Area:** : CEAS Dean's office

**Schedule** : Full-time

**Shift** : Day Shift **Shift Hours:** : 8:30 am - 5:00 pm :

**Posting Start Date** : May 2, 2025

**Posting End Date** : May 16, 2025, 11:59:00 PM

**Salary:** : 65,000 - 70,000

**Appointment Type:** : Term

**Salary Grade:** : SL3

**SBU Area:** : Stony Brook University

**Req ID:** 2500401