Business Specialist

Stony Brook University•Stony Brook, NY

12d

About The Position

Finance: Analyze, prepare, and input quarterly and annual departmental budgets (Campus Budget Module, Wolfie One, Multi-year Projections). Maintain, update, and prepare IFR rates and semi-annual accrual records. Reconcile operating accounts balances weekly with support staff to ensure accounts are accurate, up to date, and capable of generating reliable reports for the Director of Business as needed. Perform monthly reconciliation and financial analysis for internal and external reporting needs. Investigate and resolve account discrepancies. Maintain department VISA account maintenance forms and the electronic record of authorized signatures (ERAS). Review monthly invoices from the Accounting Department for individual project accounts. Enter financial data into the Construction Management Program. Reconcile projects and daily Union Trade (SFE) labor reports. Maintain and track M projects and Capital coding accounts. Procurement: Coordinate with Project Managers and Trades Foremen to procure materials and services as requested, ensuring timely delivery and reconciliation. Review all invoices for accuracy, required documentation, and appropriate approvals prior to payment processing. Maintain and update daily expenditure spreadsheets for all accounts to ensure accuracy and transparency. Reconcile accounts with SUNY systems, including SUNY Web, verifying purchase order changes, invoice payments, and all associated charges. Process, track, and audit Visa purchasing card expenditures, ensuring all documentation is complete and compliant. Enter project account numbers for all Visa transactions in the SUNY AEPC application. Monitor purchase orders through completion, matching invoices for payment authorization and ensuring adherence to procurement guidelines. Assist with preparing monthly procurement card statements and organizing all associated receipts, including entries in Concur. Office Administration: Provide daily administrative support to business, planning, design, and construction staff. Order and maintain office supplies to ensure adequate inventory. Serve as a liaison to staff, faculty, students, and the public, providing information and assistance in person, by phone, and via electronic correspondence. Support additional projects and administrative tasks as assigned. Assist with onboarding and offboarding processes for all employees. Train, supervise, and assign work tasks to CPDC students. Maintain office printers/plotters, cell phones, and computer software applications/licenses. Perform general clerical duties to support office operations. Other Duties: Other duties or projects as assigned as appropriate to rank and departmental mission.

Requirements

Bachelor’s degree (foreign equivalent or higher).
Three (3) years of full-time administrative experience in budget transactions and/or financial management.
Experience working with complex financial planning and/or budgetary issues.
Experience using financial software.
Experience working with Microsoft Office Suite and/or Google Workspace.

Nice To Haves

Advanced degree (foreign equivalent or higher).
Purchasing experience.
Experience working with Procurement.
Experience working with an ERP/HRIS system.
Familiarity with state software systems. (SUNY BI, Concur, TMS, Wolfmart).

Responsibilities

Analyze, prepare, and input quarterly and annual departmental budgets (Campus Budget Module, Wolfie One, Multi-year Projections).
Maintain, update, and prepare IFR rates and semi-annual accrual records.
Reconcile operating accounts balances weekly with support staff to ensure accounts are accurate, up to date, and capable of generating reliable reports for the Director of Business as needed.
Perform monthly reconciliation and financial analysis for internal and external reporting needs.
Investigate and resolve account discrepancies.
Maintain department VISA account maintenance forms and the electronic record of authorized signatures (ERAS).
Review monthly invoices from the Accounting Department for individual project accounts.
Enter financial data into the Construction Management Program.
Reconcile projects and daily Union Trade (SFE) labor reports.
Maintain and track M projects and Capital coding accounts.
Coordinate with Project Managers and Trades Foremen to procure materials and services as requested, ensuring timely delivery and reconciliation.
Review all invoices for accuracy, required documentation, and appropriate approvals prior to payment processing.
Maintain and update daily expenditure spreadsheets for all accounts to ensure accuracy and transparency.
Reconcile accounts with SUNY systems, including SUNY Web, verifying purchase order changes, invoice payments, and all associated charges.
Process, track, and audit Visa purchasing card expenditures, ensuring all documentation is complete and compliant.
Enter project account numbers for all Visa transactions in the SUNY AEPC application.
Monitor purchase orders through completion, matching invoices for payment authorization and ensuring adherence to procurement guidelines.
Assist with preparing monthly procurement card statements and organizing all associated receipts, including entries in Concur.
Provide daily administrative support to business, planning, design, and construction staff.
Order and maintain office supplies to ensure adequate inventory.
Serve as a liaison to staff, faculty, students, and the public, providing information and assistance in person, by phone, and via electronic correspondence.
Support additional projects and administrative tasks as assigned.
Assist with onboarding and offboarding processes for all employees.
Train, supervise, and assign work tasks to CPDC students.
Maintain office printers/plotters, cell phones, and computer software applications/licenses.
Perform general clerical duties to support office operations.
Other duties or projects as assigned as appropriate to rank and departmental mission.