Finance & Operations Coordinator

Stony Brook University•Stony Brook, NY

2d•Onsite

About The Position

The position is responsible for supporting the budgetary and personnel administration needs for the School of Professional Development, the Alda Center for Communicating Science, and the Institute for STEM Education. Budgetary duties include navigating financial databases to produce various reports, analyzing data for accuracy, processing expenditure requests, and outyear financial reporting. The Coordinator plays a critical role in supporting department operations in compliance with University policies and financial guidelines. Personnel administration duties include managing employee records, assisting with preparing position searches, and coordinating with colleagues in the Provost Office and the Department of Human Resources. The position requires strong quantitative, analytical, and problem‑solving skills. The ideal candidate will demonstrate excellent verbal and written communication skills and the ability to work independently and collaboratively in team environments. They should possess strong organizational and time‑management skills and demonstrate attention to detail. The candidate must be able to handle confidential, complex, and sensitive information related to personnel and budgetary matters with discretion and sound judgment.

Requirements

Bachelor’s degree (foreign equivalent or higher).
Three (3) years of full-time administrative experience.
Budget management experience to include financial analysis, reporting and resolving budget and compliance issues.
Advanced Excel skills required (e.g. advanced formulas and pivot tables).
Experience working with word processing, spreadsheet management, electronic messaging and internet applications, e.g., Microsoft Word, Excel, PowerPoint, Google Apps.

Nice To Haves

Experience with financial databases and/or reporting.
Experience reconciling accounts from various databases and analyzing data.
Experience with data visualization and data analysis.
Knowledge of HR policies, procedures, and/or best practices.
Experience using Stony Brook and or SUNY software programs (SUNY BI, SBU Reporting, CBM).
Experience using an Employee Resource Planning (ERP) system.

Responsibilities

Navigate and interpret financial data in PeopleSoft/Campus Budget Module (CBM), SUNY Business Intelligence (SUNYBI), Power BI, Tableau, and the Research Foundation Report Center to generate accurate, timely and actionable financial reports.
Manage end-to-end processing of Allocation, Salary Transfers, and Journal Transfer requests for all funding sources (State, Income Fund Reimbursable (IFR), Research Foundation (RF), and Stony Brook Foundation (SBF), ensuring complete and compliant supporting documentation.
Create and oversee the rate review process for all revenue generating accounts. (e.g. Alda Center external consultants and external market-based rates).
Manage Alda Center SBU accounting, including managing program revenues and costs, programming pricing, and SBU accounting designation and annual reports.
Maintain ongoing conversations with program directors to generate shared understanding of account activity, balances, and conditions.
Deliver consistent transactional budget support by monitoring, updating, and reconciling accounts, along with forecasting in a transparent manner that promotes accountability across units.
Prepare employee search requisitions and provide assistance with position searches.
Manage all phases of the employee life cycle (recruitment, hiring, onboarding, reappointing, permanent appointment and separation).
Prepare appropriate paperwork as determined by each employee’s status.
Processing reappointments (staff/faculty).
Provide effective communication on all personnel and related budget matters to ensure accuracy, compliance, and timely resolution of issues.
Work with multiple Principal Investigators to assemble, coordinate, and develop grant budgets to be uploaded into the campus system.
Work with faculty and students to prepare submissions for research approval.
Complete data reporting as needed.
Administer track, subcontract and on-campus budgets for all awards.
Other duties or projects as assigned as appropriate to rank and departmental mission.