Campus Life Centers Billing Administration Specialist

Stony Brook University•Town of Brookhaven, NY

11d

About The Position

The Campus Life Centers Billing Administration Specialist provides financial and operational leadership for venues, following departmental policies and procedures. Reporting to the Assistant Director for Event Services, this role oversees accounts payable and receivable, business development, facility promotion, revenue recovery, and utilization. The specialist supervises student staff, supports a customer-first service culture, maintains the reservations system, and leads assessment initiatives to evaluate service quality and user satisfaction. The position calls for strong customer service, attention to detail, budget management, independent initiative, integrity, and collaborative communication. The role manages billing operations, financial reporting, purchasing, budget reconciliation, and purchase orders. It also administers reservation workflows and the 25Live system, delivers customer service, maintains website content, and trains staff and users. Additional responsibilities include student staff supervision, marketing and business development, data analysis, customer satisfaction assessment, project coordination, vendor liaison work, professional development, and participation in campus events and programs. Hours outside the typical schedule will be required at times. This is an essential position and may require reporting to or remaining at work during campus emergencies and limited operations.

Requirements

Bachelor’s degree or foreign equivalent.
Three years of progressively responsible full-time administrative experience.
Experience with financial planning, budget management, and/or reconciliation.
Experience supervising staff; student experience will be considered.
Experience with Microsoft Office Suite and/or Google Workspace.

Nice To Haves

Master’s degree or foreign equivalent.
Experience working with students on campus events.
Experience with inventory management.
Experience with facilities inspections.
Experience working in a university setting with a diverse population.
Experience with 25Live or other scheduling software systems, including data entry and report generation; examples include CVENT, EventBrite, Social Tables, and Collaborate.

Responsibilities

Facilitate billing operations, including generating and distributing invoices, tracking payments, maintaining billing logs, and following up on outstanding invoices.
Research and implement efficient billing solutions and prepare financial reports on budget utilization and spending trends.
Track purchases and budget transfers; conduct monthly audits and budget-to-actual reconciliations in university systems such as SUNY BI.
Manage purchase orders and ensure compliance with State procurement processes, regulations, and approval thresholds.
Collaborate with the Assistant Director of Events and Operations on biannual rate reviews and pricing strategies.
Research and recommend technology strategies to improve operational effectiveness and efficiency.
Coordinate policy-compliant facility reservation workflows for campus departments, student organizations, external conferences, vendors, and special events.
Administer the 25Live scheduling system, including database maintenance, invoicing, and approvals.
Provide timely, solution-oriented customer service and tactfully de-escalate concerns.
Maintain Campus Life Centers website content, including public information, rates, policies, and booking guidelines.
Write software training manuals and train internal staff and external users on reservation tools.
Recruit, supervise, and schedule student assistants and interns; provide training on customer service, software, and operational policies.
Conduct supervisory meetings, support coverage and quality control, and ensure appropriate front desk coverage.
Identify and execute business development opportunities to increase bookings, space usage, and non-tuition revenue.
Partner with department leadership on marketing and promotional strategies for venues, equipment rentals, and event packages.
Build relationships with campus partners, community organizations, and external event planners to expand clientele and secure repeat bookings.
Distribute and analyze customer satisfaction surveys and other feedback mechanisms.
Generate daily, weekly, and annual reports on facility utilization, reservation volume, revenue, and demographic engagement.
Support department leadership with data analysis, program assessment, strategic planning, process improvements, and executive decision-making.
Coordinate equipment and service rentals, delivery schedules, and purchase orders for contracted projects as an operational liaison with external vendors.
Participate in professional 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 duties or projects as assigned in keeping with the position's rank and departmental mission.