Business Operations Coordinator

Stony Brook University•Town of Brookhaven, NY

4d•$64,150 - $66,150

About The Position

The Business Operations Coordinator provides comprehensive administrative and budgetary support for Recreation and Wellness and reports directly to the Director of Recreation and Wellness. The role supports financial reporting, budget forecasting, analysis, and monitoring, and contributes to the development and administration of the department’s annual operating budget. It also oversees student personnel processes, including payroll, onboarding, and related hiring and training administration. The Coordinator supports departmental operational initiatives and department-wide events and programs through planning, purchasing, logistics, and staff coordination. Working closely with the Director, the incumbent helps ensure effective fiscal management, compliance, and efficient business operations. Strong analytical, organizational, communication, and problem-solving skills are required. The position is full-time, non-exempt, and may require evening and weekend work. It is designated as essential and may require reporting to or remaining at work during emergencies or limited campus operations.

Requirements

Bachelor's degree or foreign equivalent or higher.
Two years of full-time administrative experience.
Experience with Microsoft Excel, including pivot tables and/or advanced formulas.
Experience with Microsoft Office Suite and/or Google Workspace.
Strong analytical, organizational, communication, and problem-solving skills.

Nice To Haves

Experience working in a higher education environment.
Experience creating, editing, and submitting financial reports.
Experience with accounting and/or procurement of services or goods.
Experience reconciling accounts.

Responsibilities

Assist with allocating budgeted costs using logical and defensible distribution methodologies.
Assist with rate reviews involving constituent student advisory groups, reconcile the submitted annual budget to the SUNY BI reporting system, and help prepare budget presentation materials.
Prepare ad hoc schedules to support the budgeting process.
Prepare monthly account reconciliations between the submitted budget and SUNY Accounting systems; monitor allocations, expenditures, and encumbrances, ensuring adequate funding and identifying anomalies.
Review annual contract encumbrances to ensure appropriate funding levels.
Assist with mid-year projections for student employment and OTPS, and monthly estimates of revenues, receipts, and expenditures by cost center and object of expense for status reports.
Assist with planning, promoting, executing, and evaluating SHWPS and divisional events as assigned.
Coordinate department-wide special events and initiatives, including planning, logistics, purchasing and ordering supplies, supply runs, staff assignments, and event setup, execution, and breakdown.
Collaborate with departmental staff to ensure events are appropriately staffed, resourced, and successfully executed.
Assist with recruiting, onboarding, training, and transitioning incoming student assistants.
Coordinate committee meetings; take and maintain a database of meeting minutes; and compile, prepare, and maintain departmental reports.
Assist with administering and reviewing student employee payroll to ensure paperwork is properly filed with Human Resources.
Assist with developing and maintaining student employment budget allocations.
Promote and sell recreation center memberships to faculty, staff, and graduate students.
Coordinate biweekly audits of student payroll.
Assist with maintaining, updating, and documenting departmental policies and procedures.
Participate in learning, growth, and development opportunities, including classes, training, committees, and webinars.
Attend or support Division of Student Affairs and Stony Brook University events, activities, and programs.
Perform other appropriate duties or projects as assigned in support of the departmental mission.