Business & HR Operations Coordinator, Gravitas

The Stony Brook School • Stony Brook, NY

7d • Remote

About The Position

The Gravitas Business & HR Operations Coordinator provides essential business, financial, and human resources support for Gravitas, the online program of The Stony Brook School. Reporting to the Executive Director of Gravitas and the CFO/COO of The Stony Brook School, this role serves as the primary operational coordinator for a wide range of functions that support the growth, quality, and sustainability of the program. The Coordinator will manage and continuously improve systems related to recruiting, hiring, payroll, benefits coordination, billing, purchasing, budgeting, compliance, audit preparation, and other core business and HR functions. This is a hands-on, high-trust role for a proactive, reliable, and technologically fluent professional who can build scalable processes, coordinate well with campus colleagues, and use AI and other tools to improve both quality and efficiency.

Requirements

• Bachelor's degree required.
• 3-5 years of relevant experience in business operations, human resources, school administration, nonprofit operations, payroll, finance, compliance, or a related field.
• Demonstrated ability to coordinate complex administrative processes with accuracy, confidentiality, and strong follow-through.
• Experience or strong aptitude in business operations, HR processes, compliance, budget support, employee support, and/or administrative systems.
• Strong facility with technology, including Google Workspace and modern productivity and collaboration tools.
• Willingness and ability to use generative AI platforms, such as ChatGPT or Claude, to improve quality, efficiency, documentation, communication, and process design.
• Excellent written and verbal communication skills.
• Strong organizational skills, attention to detail, and ability to manage multiple priorities in a growing organization.
• Flexible, reliable, proactive, and creative problem-solver who can work independently in a one-person office environment while coordinating closely with campus colleagues.
• Sound judgment, discretion, and commitment to confidentiality in personnel, payroll, financial, and family account matters.
• Active support for and commitment to the Christian mission of The Stony Brook School and Gravitas.
• Eligibility to work in the United States and maintenance of a permanent U.S. address.
• Ability to travel to the Stony Brook, NY campus 1-2 times per month for 1-2 days at a time.

Nice To Haves

• Master's degree preferred.
• Experience in a school, nonprofit, online education, or other mission-driven organization.
• Experience with Paylocity, Blackbaud Tuition Management, payroll systems, HRIS platforms, accounting systems, or student and family billing systems.
• Experience supporting recruiting, onboarding, benefits coordination, payroll processing, purchasing, budget tracking, or audit preparation.
• Familiarity with multi-state employment, payroll, or compliance requirements.
• Experience designing systems, workflows, automations, templates, dashboards, or standard operating procedures.
• Comfort working in a remote or hybrid environment with distributed teams across time zones.

Responsibilities

• Coordinate and support the full life cycle of recruiting and hiring process for Gravitas roles, including job postings, candidate communication, interview logistics, hiring workflows, and onboarding preparation.
• Design and continuously improve hiring processes in collaboration with the Executive Director of Gravitas, SBS Director of Human Resources, and other relevant stakeholders.
• Support the recruitment and retention of high- quality faculty and staff who align with the mission, standards, and culture of SBS/Gravitas.
• Coordinate onboarding processes for new Gravitas employees and contractors, ensuring timely completion of required forms, training, systems access, and internal communications.
• Provide HR support to Gravitas employees by helping them navigate policies, benefits questions, payroll questions, onboarding needs, and other employment-related processes.
• Coordinate with SBS Human Resources on benefits administration, employment records, compliance requirements, employee questions, and policy implementation.
• Support managers through process design, documentation, communication support, conflict navigation, and coaching related to personnel workflows and people-management practices.
• Maintain strict confidentiality and professionalism in all personnel-related matters.
• Ensure Gravitas payroll is prepared and submitted on time for processing by the SBS payroll coordinator.
• Ensure payroll information is accurate, timely, and compliant with applicable policies, employment classifications, and multi-state requirements.
• Support Gravitas employees in understanding payroll timelines, benefits processes, required documentation, and key points of contact.
• Coordinate with SBS HR, Finance, and payroll colleagues to continuously improve payroll and benefits workflows as Gravitas grows.
• Help develop and scale systems and processes for increasingly complex payroll needs, including multi-state and potential future international considerations.
• Coordinate tuition billing processes through Blackbaud Tuition Management, including billing setup, family account support, and issue resolution.
• Manage follow-up on family billing questions, collections, and payment status in coordination with the Executive Director and SBS Finance colleagues.
• Support vendor invoice processing, payment workflows, purchasing requests, and related documentation.
• Make approved purchases under $500 in accordance with established policies and budget guidelines.
• Coordinate larger purchasing requests and recommendations with the Executive Director of Gravitas and CFO/COO.
• Maintain accurate and organized records for billing, vendor relationships, purchasing, expense tracking, and related business processes.
• Support the Executive Director of Gravitas and CFO/COO in budget planning, monitoring, reporting, and analysis.
• Track expenses, identify budget variances, and prepare information needed to support business decisions and financial reviews.
• Help maintain clear, accurate, and reliable documentation for financial processes, approvals, purchases, payroll, billing, and vendor activity.
• Assist with audit preparation by organizing records, responding to documentation requests, and coordinating with SBS Finance colleagues.
• Contribute to the development of scalable and sustainable budget and reporting systems as Gravitas grows.
• Design, document, and continuously improve operational systems that increase quality, consistency, compliance, and efficiency across Gravitas business and HR functions.
• Use generative AI platforms and other technology tools to streamline repeatable workflows, improve communication, reduce manual work, and strengthen service quality.
• Identify bottlenecks, inefficiencies, and risks in current processes and recommend practical, scalable improvements.
• Develop templates, checklists, dashboards, automations, standard operating procedures, and other tools that support consistent and high quality execution.
• Collaborate with campus business, HR, and technology colleagues to align Gravitas systems with SBS policies and platforms while adapting workflows for a remote, online program.
• Stay informed about and responsive to emerging AI and automation tools that may responsibly improve business office and HR workflows.
• Serve as a key liaison between Gravitas and SBS campus colleagues in Finance, Human Resources, Payroll, Business Office, and other related administrative areas.
• Communicate clearly, professionally, and promptly with employees, families, vendors, candidates, and internal colleagues.
• Exercise sound judgment regarding what can be handled independently and what should be appropriately escalated to the Executive Director of Gravitas or CFO/COO.
• Bring a flexible, proactive, service-oriented approach to a growing program where systems are continually being developed and refined.

Benefits

• Regular business hours
• Occasional evening or weekend work may be required to support hiring, payroll, billing, key deadlines, or school operations.
• Required background check

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level