IACS Business Coordinator

Stony Brook University•Stony Brook, NY

3d•Onsite

About The Position

The IACS Business Coordinator will ensure that our Institute's faculty, students and staff have access to the physical space, equipment and supplies necessary to enable a productive and collaborative environment. This position will support a busy and productive multidisciplinary team, tracking and monitoring budgets, expenditures, and other financial transactions. Key responsibilities include Policy interpretation and implementation, Independent decision-making, Financial analysis and recommendations, Vendor negotiations, Authority to commit resources within delegated limits. This position will provide expert guidance and fulfillment of procurement policy and procedures, executing procurement activities - ranging from routine inventory/supply tracking/replenishment, to complex major equipment and specialized services, including for our supercomputing center. Key activities: Operational planning and Management consultation: Under minimal supervision, this position will work with campus construction, building maintenance and renovation, and other specialists as needed serving the IACS, as well as coordinate room bookings and oversee the room scheduling calendars. Excellent organizational skills are essential for this position. In support of Institute as well as supercomputing center, executes extremely complex and multi-layered large contract equipment and services purchases - including international source procurement, tariff involvement, and timed payments. Also performs all routine sourcing and acquisition for smaller-scale supplies and equipment, and IACS award payments. Identifies compliant vendor(s), ensures vendor account establishment, and prepares, reviews and approves purchase requisitions before final consideration by the Administrative Director and affected IACS member. Ensures prompt fulfillment and payment. Communicates with IACS members on their orders and requests, and collaborates with IACS admin team to anticipate and fulfill needs. Monitors expenditures, and tracks financial accounts and records including financial analysis and making recommendations to management. Performs internal general ledger activities and financial reporting, including monthly (or, as needed) and year end journal entries. Drafts transfers and invoicing to include tracking all startups and allowances, and special project funding. Drafts related correspondence for Administrative Director and other IACS Leaders’ signature. Monitors all physical space and equipment, ensuring proper functioning, and addresses all issues including securing appropriate vendors for repairs, renovations and upkeep. Also working with Property Control to ensure inventory is properly tracked and decommissioned. Coordinates room bookings and oversees the room scheduling calendars. Assists with event-related logistics as needed. Collaborates with IACS staff and faculty to interview, select, train and make recommendations concerning the evaluation, promotion, and termination of student assistant support staff. Supervises student assistants on direct assignment. Other duties or projects as assigned as appropriate to rank and departmental mission.

Requirements

Bachelor's degree (or foreign equivalent or higher degree).
Three (3) years of full-time administrative experience in an academic/Higher Education and/or research setting.
Experience with budgeting and account reconciliation.
Experience with procurement of supplies.
Experience managing office facilities, including renovation and repairs for office or infrastructure needs.
Proficiency with Microsoft Office and/or Google Workspace applications, including document preparation and basic data tracking.

Nice To Haves

Master's degree in business, accounting, management, operations, or higher education, or related field.
Experienced user of SBU systems: Procurement (WolfMart, Avid, Concur, TDX or any other).
Experienced user of SBU Budgeting and/or bookkeeping systems (CBM, Oracle-based systems including PeopleSoft, RF Report Center).
Experience working with highly regulated state- and federally- funded equipment, supplies and contract acquisition.
Experience assisting and collaborating with students and/or faculty in a Higher Ed environment.
Experience with procurement of major equipment.

Responsibilities

Ensure faculty, students, and staff have access to necessary physical space, equipment, and supplies.
Support a multidisciplinary team by tracking and monitoring budgets, expenditures, and financial transactions.
Interpret and implement policies.
Make independent decisions.
Perform financial analysis and provide recommendations.
Negotiate with vendors.
Commit resources within delegated limits.
Provide expert guidance on procurement policy and procedures.
Execute procurement activities, from routine supplies to complex major equipment and specialized services.
Perform operational planning and management consultation.
Work with campus construction, building maintenance, and renovation specialists.
Coordinate room bookings and oversee room scheduling calendars.
Execute complex contract equipment and services purchases, including international sourcing, tariffs, and timed payments.
Perform routine sourcing and acquisition for smaller-scale supplies and equipment.
Process IACS award payments.
Identify compliant vendors and ensure vendor account establishment.
Prepare, review, and approve purchase requisitions.
Ensure prompt fulfillment and payment of orders.
Communicate with IACS members regarding orders and requests.
Collaborate with the IACS admin team to anticipate and fulfill needs.
Monitor expenditures and track financial accounts and records.
Perform internal general ledger activities and financial reporting.
Draft transfers and invoicing, including tracking startups, allowances, and special project funding.
Draft related correspondence for leadership signatures.
Monitor all physical space and equipment for proper functioning.
Address issues related to repairs, renovations, and upkeep by securing appropriate vendors.
Work with Property Control to ensure inventory is properly tracked and decommissioned.
Assist with event-related logistics as needed.
Collaborate with IACS staff and faculty to interview, select, train, and evaluate student assistant support staff.
Supervise student assistants on direct assignment.
Perform other duties or projects as assigned.