Business Operations Coordinator

Stony Brook University•Town of Brookhaven, NY

About The Position

The position is primarily responsible for the coordination of budgetary functions as it relates to the department of Access Control, Research and Development and Information Technology for the Division of Enterprise Risk Management. The duties include coordinating and organizing all employment transactions, creating and maintaining electronic filing systems, and providing direct administrative and budgetary support for ERM and Access Control, R&D and IT leadership. The budgetary duties include navigating financial databases to produce various reports, analyzing data for accuracy, processing allocation and journal transfer requests, reviewing and processing appointments, and managing the Position Compensation Request (PCR) process. The position also involves maintaining and reconciling all funds schedules and subsidiary spreadsheets. The Coordinator plays a critical role in supporting department operations in compliance with the University policies and financial guidelines. This position reports directly to the Director of ERM Business Operations with a dotted line to the Director of ERM Technology, Research & Development. The ideal candidate should possess excellent communication abilities, both verbal and written. They should have prior experience of working independently and collaboratively as part of a team and should possess problem-solving skills. The candidate should have excellent organizational and time management skills, along with an exceptional eye for detail. They should also possess the ability to handle confidential, complex, and sensitive information related to personnel and budgetary transactions and data and have the capability to exercise sound judgment.

Requirements

Bachelor’s degree (foreign equivalent or higher).
Three (3) years of full-time administrative experience.
Experience with budget operations.
Proficient experience working with word, spreadsheet management, and internet applications (i.e. Microsoft Word, Excel, PowerPoint, Adobe, and Google Workspace).
Must have, keep and maintain the appropriate valid NYS Driver’s License; have a motor vehicle record which is free from major violations or a pattern of repeat violations. (Out-of-State Applicants, see "Special Notes”)

Nice To Haves

Experience with financial databases and/or reporting.
Knowledge of HR policies, procedures, and/or best practices.
Previous experience with payroll processing document review (i.e. timesheets, overtime, accrual usage).
Experience working with SUNY or SUNY Stony Brook administrative environment.
Experience with one or more of the following systems: PeopleSoft, Oracle, SUNYBI, SBU reporting, RF Business applications and/or CBM (Campus Budget Module).
Experience using an Employee Resource Planning (ERP) system.

Responsibilities

Navigate financial databases to produce various reports; PeopleSoft/Campus Budget Module (CBM), SUNY Business Intelligence (SUNYBI), Stony Brook Reporting (SBUR), RF Report Center, etc.
Identify, interpret, extract, and disseminate relative data from reports.
Analyze data for accuracy and make recommendations for improvements as needed.
Process, track, and follow up on Allocation, PDME, and Journal Transfer requests for State, Income Fund Reimbursable (IFR), Dormitory Income Fund Reimbursable (DIFR), and Research Foundation (RF), Stony Brook Foundation (SBF) accounts to confirm completion and accuracy of transfers. Ensure proper documentation and information has been received.
Review and process personnel appointments to ensure compliance within approved budget allocations, process and maintain PCR/budget requests and excel spreadsheet for accurate reconciliation. Track and follow up to ensure appointments are accurately reflected in the University HCM system (PeopleSoft).
Review, process, and reconcile administrative and project-related expenses. Initiate necessary transfers to align expenses with proper accounts.
As needed, manage the hiring of student workers.
Manage the Position Compensation Request (PCR) process to ensure compliance within approved budget allocations, review requests, submit to the Director of ERM Business Operations for approval.
Assist with the review, presentation and submission of budget requests.
Coordinate and support departmental budget and procurement functions to include cross training for back-up support.
Coordinate and maintain departmental fleet maintenance for tracking of appropriate expenses.
Perform accounts receivable functions for the billing of services provided.
Provide and maintain accurate inventory records.
Ensure accuracy, maintenance and reconciliation of all funds, schedules, and subsidiary spreadsheets.
Coordinate, track, and organize all employment related transactions utilizing the appropriate system for new/existing appointments for all Access Control, R&D, and IT staff, student employees, contractors/affiliates, etc.
Create, implement and maintain an electronic filing system.
Facilitate hiring requests via the applicable University system(s).
Support physical security Card Access system via assistance with database management, analysis of date and providing reports as needed.
Responsible for Lockshop support duties as needed (ie key issuance).
Maintain reporting and compliance deadlines for the department.
Provide administrative support to the Director of ERM Business Operations and the Director of ERM Technology, Research & Development as needed.
Customer service skills and first point of contact for the main telephone line and doorbell to redirect/log information as appropriate.
Liaison with the department representatives to ensure HR and Budget paperwork and procedures are completed accurately and in a timely manner. Provide training, as necessary. Liaison with other offices on campus as necessary and/or requested.
Coordinate and compile reporting requests, as needed.
Attend any mandatory training. Attend and participate in all meetings as scheduled, respect all team members, maintain complete confidentiality, ensure appropriate internal controls are in place, report any issues to management.
Other duties or projects as assigned as appropriate to rank and departmental mission.