"Alerted.org

Assistant Director Accounts Payable

Required Qualifications (as evidenced by an attached resume):

Bachelor’s degree (foreign equivalent or higher). Three (3) years of full-time directly related and progressively responsible procurement, accounts payable, accounting, finance and/or business-related experience. Supervisory experience. Proficiency with Microsoft Office Suite and strong data analytics skills.

Preferred Qualifications (as evidenced by an attached resume):

Advanced degree (foreign equivalent or higher). Additional years of full-time directly related and progressively responsible procurement, accounts payable, accounting, finance or business-related experience. Experience with RF Oracle system. Experience working with an E-Procurement system (i.e. Jaggaer). Prior experience in a New York State agency or higher education setting. Three (3) or more years of experience in supervising staff.

Brief Description of Duties:

The RF Assistant Director of Accounts Payable oversees daily operations of the Research Foundation (RF) Accounts Payable area, which includes commodity, service, and non-encumbered payments, cash advance reconciliations, and year-end tax reporting functions. This role requires independent judgment, decision-making, and expertise in payment systems, including Jaggaer (WolfMart), RF Oracle, and RF Report Center. The incumbent will train staff, ensure compliance with policies, and develop process improvements to enhance efficiency and effectiveness. Strong problem-solving, interpersonal, and supervisory skills are essential, along with the ability to manage multiple projects and collaborate with diverse stakeholders. This position serves as a key leader in Accounts Payable and Procurement to help drive strategic initiatives for Stony Brook University.

+ **RF Accounts Payable Management:**

+ Serve as the institution’s lead liaison to RF Central and other external agencies regarding payables policy and process matters.

+ Provide visionary leadership for the RF Accounts Payable area of the Procurement Office which includes payment functions related to Commodity/Service Purchase Orders, and Non-Encumbered payments, which include the payment processing of RF Subcontracts/Awards, Participant Stipends, Human Subjects, Independent Contractors/Honorariums, Student Tuition and RF Cash Advances/Reconciliations all made via Check, ACH, BOA or Wire.

+ Oversee the management of student and temporary workers.

+ Propose strategic process improvements and participate in efforts that will lead to overall efficiencies in the payment process.

+ Oversee the review of the central email boxes ensuring that customer inquiries are addressed in a timely manner.

+ Proactively ensure the review of vendor statements and address with staff to reduce the risk of credit holds.

+ Serve as an escalation point to respond to vendor and department invoice and payment issues/inquiries.

+ Oversee the Digital Capture scanning/validation process, ensure invoices are imported into Jaggaer (WolfMart) in a timely manner. Assist staff in the resolution of errors and exceptions.

+ Play a vital role in advising staff and assisting campus departments in the terming grant process as it relates to the close out of RF Purchase Orders.

+ Assist in the year-end tax review process of 1099/1042 and B2 notices

+ **Compliance Policy & Procedure Management:**

+ Develop, implement, and maintain comprehensive policies and internal controls to ensure compliance with federal, state, RF, and University requirements.

+ Approve and review payment vouchers, review purchase order and non-encumbered payment vouchers to ensure invoices and supporting documents adhere to the terms, rates, and requirements of the Purchase Order. Sign and transmit required documentation to RF Central office for payments over $100k and all wire requests.

+ Oversee the daily check reconciliation process and the review of the outstanding check register.

+ Review and approve the submission of foreign source vendor forms to RF central.

+ Process stop payments and reissues on RF banking site.

+ Ensures compliance with all Federal, RF, and University rules, regulations and guidelines related to the payment of goods and services.

+ Oversee the review of Jaggaer (WolfMart) error reports and RF payment reports, to ensure all invoices have successfully transmitted to the RF Oracle system and payments have cleared.

+ Respond to inquiries and documentation requests from RF Central and internal and external auditors.

+ Ensure proper payment documentation/records are maintained in compliance with the RF retention policy.

+ Participate in Campus, and RF training sessions to ensure thorough knowledge of all policies and procedures related to all payments.

+ Responsible for documenting and updating existing policies/procedures and proposing new policies/procedures.

+ **Staff Training/Guidance:**

+ Train and evaluate staff on policies, procedures, and customer service techniques. Prioritize and oversee the daily work functions of the professional and clerical support staff.

+ Monitor performance and provide professional development opportunities.

+ Crosstrain staff for optimal performance and handle performance reviews and counseling sessions.

+ Track and coordinate timely submissions of Employee Programs & Evaluations. Conduct counseling sessions as needed.

+ Provide professional development opportunities for staff and cultivate an environment of career growth/expansion.

+ **RF & State Employee Relocation Management** :

+ Oversee the employee relocation process for RF and State funding sources.

+ Review and audit employee relocation requests in compliance with State and RF Human Resource policies.

+ Participate in projects to improve and streamline the process.

+ **Additional Duties and Responsibilities as Assigned:**

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

Special Notes:

The Research Foundation of SUNY is a private educational corporation. Employment is subject to the Research Foundation policies and procedures, sponsor guidelines and the availability of funding. 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.

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.

SUNY Research Foundation: A Great Place to Work. (https://www.rfsuny.org/media/rfsuny/documents/hr/RFRecruitmentFlyer.pdf) The starting salary range (or hiring range) to be offered for this position is noted below, it represents SBU’s good faith and reasonable estimate of the range of possible compensation at the time of posting.

**Job Number:** 2500630

**Official Job Title:** : Administrative Staff Assistant IV

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

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

**Department/Hiring Area:** : Procurement

**Schedule** : Full-time

**Shift** : Day Shift **Shift Hours:** : 8:30 a.m. - 5:00 p.m. :

**Posting Start Date** : Jun 6, 2025

**Posting End Date** : Jun 20, 2025, 9:29:00 AM

**Salary:** : $124,000 - $130,000

**Appointment Type:** : Regular

**Salary Grade:** : E4

**SBU Area:** : The Research Foundation for The State University of New York at Stony Brook

**Req ID:** 2500630