Budget and Administration Coordinator

Stony Brook University•Town of Brookhaven, NY

21h

About The Position

The Budget and Administration Coordinator provides essential tactical and operational support to the Division of Undergraduate Education at Stony Brook University. The coordinator leads high-volume financial and personnel transactions and ensures compliance with University, State, and Foundation standards. The role requires balancing competing priorities, meeting strict deadlines, and collaborating in a team environment. The successful candidate will demonstrate knowledge of budget and personnel administration, problem-solving and interpersonal skills, adaptability, independence, and discretion when handling confidential personnel and budget information. The position monitors departmental budgets and expenditures, performs budget analyses, processes transfers and reallocations, and supports tracking of grant, project, and contract budgets. It serves as a primary contact for staff questions about budget policies and procurement workflows and maintains financial records for audits and compliance. The coordinator handles day-to-day personnel transactions, including recruitment and hiring processes, appointment transactions, eligibility packages, performance evaluations, personnel files, and human resources documentation. The role also participates in divisional and university programs, training, campus and special events, admissions open houses, search committees, and university-wide committees, and performs other appropriate duties or projects as assigned. This is a full-time, FLSA non-exempt appointment eligible for overtime. The position is eligible for $4,150 in annual UUP location pay, paid biweekly. The university is unable to sponsor work visas. Applicants should submit a resume/CV and cover letter with their online application.

Requirements

Bachelor’s degree.
Two 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, including Excel and Word, and Google applications or similar software.
Ability to balance competing priorities, collaborate in a team environment, and meet strict deadlines.
Ability to maintain confidentiality and discretion when handling personnel and budget information.
Applicants must submit a resume/CV and cover letter with the online application.

Nice To Haves

Administrative experience in a higher education environment.
Experience using technology applications to support budgeting, financial management, and/or human resources functions.
Proficiency with university software platforms, including WolfMart, Avidxchange, SUNYBI, SBU Reporting and SOLAR, TMS, Concur, PeopleSoft/Oracle, or RF Report Center.
Experience interacting with diverse populations.
Understanding of budget and personnel administration processes.
Problem-solving and interpersonal skills, independence, and ability to adapt to a changing and growing division.

Responsibilities

Monitor departmental operational budgets, expenditures, and encumbrances.
Perform budget analyses and report findings, including overages, payroll errors, and underutilized funds.
Process budget transfer forms and reallocations in accordance with divisional financial protocols.
Assist with tracking grant, project, and contract budgets to ensure spending aligns with restrictions and timelines.
Serve as the primary contact for staff inquiries about budget spending policies and procurement workflows.
Monitor financial documentation and maintain organized records to support audit readiness and compliance.
Assist with creating position descriptions, establishing and charging search committees, advancing candidates through the electronic applicant system, closing searches, managing offers, and initiating pre-employment processes.
Process employment-related transactions for existing appointments involving Division of Undergraduate Education staff, adjuncts, volunteers, and affiliates.
Ensure permanent appointment eligibility for state staff appointments and coordinate with supervisors to submit permanent appointment packages.
Under management direction, ensure performance evaluations and program documents are processed promptly and are fully compliant.
Oversee the administration and maintenance of DUE personnel files.
Track and coordinate human resources documentation.
Participate in divisional and university programs and services, including training and staff development, campus and special events, admissions open houses, search committees, and university-wide committees.
Perform other duties or projects as assigned, consistent with the position's rank and departmental mission.