Finance and Operations Coordinator

Stony Brook University • Stony Brook, NY

19h • Onsite

About The Position

The Finance and Operations Coordinator provides high-level financial, analytical, administrative, and operational support to the Academic Affairs vice-presidential area at Stony Brook University. The role ensures that budget, financial, and procurement activities are processed accurately, promptly, and in compliance with university, SUNY, State, Stony Brook, and Research Foundation regulations. The Coordinator oversees purchasing across multiple funding sources, establishes internal controls, and conducts reconciliations to support transparency and audit readiness.

The position also coordinates cross-functional projects and tracks facilities and capital renovation timelines in partnership with campus stakeholders. It uses independent judgment to address complex administrative challenges, improve business processes, and support organizational efficiency. The Coordinator monitors project progress, budgets, and timelines, and provides leadership with updates on project status and resource needs.

The successful candidate brings experience in budget administration, financial reporting, and complex procurement, with the ability to interpret and enforce institutional guidelines. The position requires attention to detail, data integrity, sound judgment when handling confidential information, and strong interpersonal, organizational, analytical, written, and verbal communication skills. The role reports to campus in Stony Brook, New York, and reports to the Office of the Provost.

Requirements

• Bachelor's degree in Business Administration, Accounting, Finance, Public Administration, or a related field.
• Three full-time years of progressively responsible financial, budgetary, or business management experience.
• Experience with budget development, financial monitoring, and multi-fund expenditure management.
• Experience reconciling complex financial transactions, analyzing large datasets, and maintaining fiscal records.
• Advanced Microsoft Excel proficiency, including complex formulas, lookup functions, pivot tables, macros, data validation, and financial modeling.
• Ability to analyze operational trends, evaluate financial risks, and formulate strategic recommendations for leadership.
• Experience using enterprise financial systems, reporting tools, or business intelligence platforms to support decision-making.
• Strong organizational, analytical, written, and verbal communication skills.
• Ability to interpret and enforce institutional guidelines, maintain data integrity, manage confidential information judiciously, and collaborate across organizational levels.
• Ability to independently evaluate operational issues, propose strategic solutions, and ensure fiscal accountability.
• Must report to campus in Stony Brook, New York.
• Candidates must be able to work in the United States without employer-sponsored work visas.

Nice To Haves

• Four or more full-time years of financial and administrative experience within higher education, government, or a large public-sector institution.
• Direct experience with SUNY, Research Foundation, New York State, or comparable public-sector financial, accounting, and procurement structures.
• Experience with WolfMart, Power BI, Tableau, or major ERP systems such as Oracle or PeopleSoft.
• Advanced expertise in financial compliance reviews, procurement reconciliations, and internal control assessments.
• Experience in capital budget tracking, facilities project coordination, or operational workflow optimization.

Responsibilities

• Develop financial models, forecasting tools, and scenario analyses for strategic planning and multi-year resource allocations.
• Use advanced Excel techniques and reporting tools to analyze datasets, model financial outcomes, and identify spending trends across funding sources.
• Design, build, and maintain recurring and ad hoc dashboards, financial reports, and key performance metrics for leadership.
• Perform budget-to-actual and period-over-period variance analyses, identify fiscal risks and opportunities, and formulate recommendations for senior leadership.
• Evaluate departmental financial and operational data to identify efficiencies, cost-containment options, and workflow enhancements.
• Monitor financial indicators across academic units and inform leadership of material variances or emerging budget trends.
• Monitor financial and procurement operations to ensure accurate, efficient, and compliant transactions.
• Monitor procurement and expenditure activities across state, research, and foundation accounts.
• Review complex financial transactions, account allocations, and journal entries for appropriate coding and institutional compliance.
• Analyze procurement patterns to identify cost savings, vendor consolidation opportunities, and operational efficiencies.
• Establish and maintain internal financial controls, standard operating procedures, and reconciliation guidelines.
• Work with Central Procurement, Accounts Payable, and unit administrators to resolve policy, transactional, and reporting discrepancies.
• Coordinate financial audit requests, compliance reviews, and reporting submissions.
• Serve as a divisional resource on procurement policies, approval workflows, and financial system use.
• Monitor capital renovation and facilities projects with Campus Planning, Design, and Construction, tracking schedules, budget allocations, and expenditures.
• Lead operational initiatives, special projects, and process-improvement efforts across Academic Affairs.
• Prepare analytical summaries, briefings, presentation materials, and official correspondence for executive review.
• Serve as a primary administrative liaison between the Office of the Provost and reporting units to resolve administrative issues.
• Promote accountability and operational integrity by reinforcing internal controls across departmental administrative units.
• Perform other duties or projects as assigned, appropriate to rank and departmental mission.

Benefits

• $4,150 UUP annual location pay, paid biweekly, in addition to base salary.
• The job posting references the university's total rewards but does not specify additional benefits.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level