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Business and Office Coordinator

Required Qualifications (as evidenced by an attached resume):

Bachelor's Degree (foreign equivalent or higher degree). One [1] year of full-time administrative experience. Event planning and/or travel coordination experience. Experience working with and maintaining confidential information with a high degree of professionalism, integrity, discretion, and tact. Highly proficient, professional experience in word processing, spreadsheet management, electronic messaging and internet applications (i.e. Microsoft Word, Excel, PowerPoint, Google Apps, etc.).

Preferred Qualifications:

Two [2] or more years of full-time administrative experience. Administrative experience in higher education/academic or research environment. Familiarity with Stony Brook University's policies and procedures and campus computing systems, such as Concur, Wolfmart and Avid. Accounts payable and purchasing experience.

Brief Description of Duties:

Stony Brook University's AI Innovation Institute (AI3) organizes, coordinates, and accelerates AI innovation and education across the entire campus. It serves the campus, local community, state, and the world in missions of research, teaching, technology diffusion, and societal/policy discourse. The Business and Office Coordinator is responsible for providing skilled administrative support to the Administrative Director, Director, and institute faculty, as well as support for AI3’s operations.

The incumbent will possess outstanding written, verbal, and interpersonal communication skills; will be able to work independently as well as part of a team with a collaborative approach to problem solving; will have strong organizational and time management skills with exceptional attention to detail. Incumbent must effectively multi-task in a fast-paced, deadline driven environment with a high degree of accuracy and organization.

Duties:

Business Coordination:

+ Coordinate the general day-to-day activities of the Institute.

+ Assist in financial management under supervision of the Administrative Director.

+ Assist with travel and other reimbursements for AI3 personnel.

+ Utilize concur system.

Procurement/Accounts Payable:

+ Responsible for ordering supplies and other necessary purchases.

+ Process requisitions, invoices and other accounts payable transactions, using Avid and other campus systems.

+ Charge to proper accounts and GL codes.

+ Adhere to Procurement policies and procedures.

+ Communicate with suppliers for price quotes or payment inquiries as needed.

Event and Travel Coordination:

+ Coordinate AI3 seminars and other external visitor engagements.

+ Work with the faculty host to ensure a smooth visit.

+ Responsibilities include but are not limited to visitor relations, accommodations, itinerary, and expense reimbursement, create flyers, announce seminars, order food/refreshments, coordinate updating AI3’s web page and other related duties.

+ Coordinate other events and workshops.

+ Process and approve travel reimbursements, payment of honoraria, and vendor payments as related to events.

**Other duties** as assigned.

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. 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.

\#LI-DK1

**Job Number:** 2504489

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

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

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

**Department/Hiring Area:** : AI Innovation Institute

**Schedule** : Full-time

**Shift** : Day Shift **Shift Hours:** : 9am - 5pm :

**Posting Start Date** : Dec 9, 2025

**Posting End Date** : Dec 23, 2025, 11:59:00 PM

**Salary:** : 50,000 - 59,000

**Appointment Type:** : Regular

**Salary Grade:** : E2

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

**Req ID:** 2504489