Business Administrator

Stony Brook University•Stony Brook, NY

1d•Onsite

About The Position

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. 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. This role is ideal for a highly organized, detail-oriented problem‑solver. The Business Administrator will manage purchasing and vendor relationships, monitor our program budgets on track, support two senior leaders with complex scheduling, and help ensure our events, services, and operations run seamlessly. You will serve as a central operational resource for a 45‑member staff, helping maintain fiscal discipline, supporting program logistics, and ensuring timely completion of administrative processes. This role provides responsive customer service, and supports a wide range of programmatic needs including event coordination, supply management, attendance tracking, and report generation. The ideal candidate is highly organized, detail-oriented, and proactive, with the ability to manage multiple priorities, meet deadlines, and build strong working relationships with vendors, internal offices, and campus colleagues. Must be able to work independently and exemplify a high level of professionalism, integrity, and work ethic.

Requirements

Bachelor's degree (foreign equivalent or higher).
Three (3) years of full-time administrative experience.
Experience with financial reconciliation and/or budget management.

Nice To Haves

Master's degree (foreign equivalent or higher).
Microsoft Office or Google Suite experience.
Experience creating, editing and submitting reports.
Project management experience.
Experience with procurement of services/goods.
Database management experience.
Experience working with a diverse college population.

Responsibilities

Manage procurement and purchasing processes, including preparing requisitions, processing purchase orders, and coordinating with vendors.
Monitor and assist with program budgets to ensure spending remains within approved limits; identify and communicate potential issues proactively.
Complete monthly billing reconciliations, resolve discrepancies, and maintain accurate financial records.
Track invoices, payment status, and vendor documentation to ensure timely and compliant processing.
Maintain organized records of contracts, receipts, and financial approvals.
Assist with event planning and logistics, room reservations, materials preparation, etc.
Generate routine and ad‑hoc reports for leadership and program staff.
Provide general administrative support, document preparation, communications, filing, and special projects.
Provide scheduling support for two executives with high‑volume calendars.
Coordinate meetings, conference calls, and events across multiple teams and stakeholders.
Anticipate scheduling conflicts, prioritize meeting requests, and maintain clear communication with all parties.
Serve as a point of contact for vendors, staff/faculty, and students/alumni and external stakeholders, providing timely and professional assistance.
Work collaboratively with internal departments to ensure smooth operations and coordinated workflows.
Demonstrate strong customer service, professionalism, and problem‑solving in all interactions.
Participating in opportunities that promote learning, growth, and development (i.e., classes, training, webinars, conferences, committees, etc.).
Contributing to the Division of Student Affairs by attending and/or supporting events, activities, and programs outside of your department/unit (i.e., campus-wide traditions, events, programs, etc.).
Other duties or projects as assigned as appropriate to rank and departmental mission.