Finance & Administration Coordinator

Stony Brook University•Stony Brook, NY

2d•Onsite

About The Position

The Coordinator, Finance and Administration supports the administration of various graduate student funding programs and related financial operations, ensuring accurate processing and compliance with university policies. The role supports the administration for a range of accounting, procurement and reimbursement activities while maintaining financial records and tracking systems. The incumbent provides customer service and guidance to students, faculty and staff on a number of Graduate School funding and administrative processes. Additionally, the position supports Graduate School operations, including reporting, events and special projects, as assigned. Excellent written, verbal, and interpersonal communication skills and ability to work both independently and collaboratively with a team, along with strong analytical and problem-solving skills are essential to this position.

Requirements

Bachelor’s degree.
Two (2) full time years of administrative experience, including office administration.
Experience in a customer service environment.
Computer proficiency with Microsoft Office products (e.g., Excel, Word) and Google Apps (or related platforms).
Experience processing financial transactions, reimbursements, journal transfers, payroll, tuition payments, or account reconciliations.

Nice To Haves

Master’s degree.
Experience with procurement systems, budgeting, financial reporting, and/or accounting.
Experience with student employment, human resources, and/or payroll processes.

Responsibilities

Support Leadership with the National Science Foundation (NSF) Graduate Research Fellowship Program as well as other external and institutional fellowships.
Process NSF fellows’ paperwork for annual stipends, including fellowship forms, fee coverage, and transfers.
Manage cost-of-education (COE) allowance, including balance monitoring, expense and travel reimbursements, and equipment coordination.
Provide customer service to fellows regarding stipends, travel, equipment allowances, and related inquiries.
Reconcile annual costs and ensure stipends and COE allowances are properly allocated in accordance with reporting requirements.
Run periodic fellowship payroll reports as necessary.
Coordinate internal fellowships and student awards programs, including but not limited to the Graduate Council Fellowship (GCF) and Annual Graduate Awards.
Administer full lifecycle processes including calls for applications, nomination coordination, financial need assessment, selection processes, award processing, disbursement scheduling, and tracking.
Administer additional funding programs such as Emergency Bridge Funding, including application intake, review coordination, approval tracking, disbursement, and reporting.
Provide general office management support, including maintaining employee records and departmental filing systems.
Coordinate annual and fiscal year setup processes, including creation and maintenance of fiscal year folders and tracking systems.
Maintain and update reporting and tracking systems, including award and funding trackers, disbursement logs, survey tracking tools, and standardized communication templates.
Provide support for payments and reimbursements, including but not limited to honoraria, professional development funds, ACE reimbursements, and ECLP payments, ensuring proper processing, tracking, and coordination.
Support student and staff financial processes, including stipend supplements, communications, and check distribution coordination.
Assist the Management with administering the graduate tuition scholarship program.
Coordinate the compilation of the graduate tuition scholarship roster of over 2,000 students annually, including management of Day 5, Day 10, Day 15, Summer, and Winter term processing cycles.
Review rosters submitted by graduate program coordinators for adherence to graduate school policies and provide feedback regarding processing and/or issues.
Work with graduate program coordinators and the Financial Aid Office to ensure that rosters are posted to students’ accounts in a timely and accurate manner.
Manage departmental scholarship coordination and tracking.
Work with the Office of Student Financial Services to resolve student account issues.
Reconcile and process (if applicable) tuition payments for students appointed as Research Assistants to grants where tuition is charged directly.
Support Tuition or Research Grant (ToRG) coordination, including roster management, annual reporting, waiver processing, and related communications.
Process Graduate School financial transactions including expense, allocation, payroll, and journal transfers.
Process tuition recharge and internal transfers and track all related activity.
Process cost-of-education reimbursements from departments that cost share with the Graduate School.
Independently prepare account reconciliations and expenditure reports across COE, Research Foundation (RF), operating, IDC, and related accounts, ensuring all supporting documentation is complete and costs are accurately recorded.
Perform roll forward tracking and financial monitoring activities.
Ensure expenses are within budget and provide variance analysis to the Assistant Director on a regular basis.
Track the Dean’s annual financial commitments and facilitate funding transfers across SBF, RF, and state accounts.
Support COE account setup, MREF transfers, and related financial tracking activities.
Support the execution of Graduate School events, including the Annual Graduate Awards Ceremony, Doctoral Hooding Ceremony and Reception, and the Graduate Program Coordinators and Directors Retreats.
Provide support for recruitment and program initiatives, including survey administration, tracking, and communications.
Coordinate logistics related to external partnerships such as Cold Spring Harbor Laboratory (CSHL), including student confirmations and financial processing support.
Support Leadership with procurement transactions in Wolfmart, including purchases related to fellowship and award programs.
Stay informed of updated procurement policies and procedures and communicate changes and implications to team members.
Create supporting documentation and business justifications for the monthly certification process in Concur.
Other duties or projects as assigned as appropriate to rank and departmental mission.