Stony Brook University Financial Business Coordinator (P/T) in Stony Brook, New York

Financial Business Coordinator (P/T)


Required Qualifications (as evidenced by an attached resume):

Associate’s Degree or at least 60 college credits. Two (2) years of full-time administrative experience in a role with significant finance, bookkeeping and/or accounting responsibilities. One (1) year of experience facilitating procurement transactions. Experience working with Excel spreadsheets. Experience in word processing, electronic messaging and internet applications (Microsoft Word, Google Apps, etc).

Preferred Qualifications:

Bachelor's degree in Business or related field. Administrative experience in an academic or higher education environment. One (1) or more years of experience managing university state-purpose, IFR, research, and/or Stony Brook Foundation accounts and transactions. Experience generating client invoices. Previous experience processing travel expenses. Experience with Adobe Professional. Experience with QuickBooks. Advanced Excel spreadsheet management experience to include formulas, pivot tables, graphs, and multi-tab spreadsheet use. Experience working with any of the following Stony Brook systems: SUNY BI, Wolfmart, and/or SBU Reporting.

Brief Description of Duties:

Stony Brook University’s School of Marine and Atmospheric Sciences (SoMAS) seeks a Staff Assistant to serve as Financial Business Coordinator in support of the SoMAS Assistant Dean. The selected candidate will be a self-starter with at least two years of experience with finance, bookkeeping and/or accounting responsibility. They will exercise excellent judgment to ensure that SoMAS accounts remain in fiscal compliance at all times. Strong organizational skills with exceptional attention to detail is essential for success in this role and to effectively and independently administer the day-to-day workflow required in the position. The selected candidate must have excellent interpersonal skills and exceptional problem-solving skills.

  • The Financial Business Coordinator will effectively and independently administer the School’s comprehensive invoicing and revenue tracking/accounts payable process.

  • Collaborate with Assistant Dean and IT Manager to implement systems, policies and procedures to improve timely and effective workflow.

  • Develop reports on financial activity.

  • Assemble documentation on financial accounts periodically as required by the School or University, validating accuracy of content. Provide faculty PIs and service center managers with periodic account summary and expenditure reports. Independently investigate and resolve issues, keeping Assistant Dean informed of significant matters.

  • Prepare invoices, material/service vouchers, journal and accounting transfers, bursar deposits, etc. related to SoMAS financial accounts.

  • Analyze journal transfers in order to make recommendations.

  • Work closely with the Assistant Dean during the twice per year IFR reconciliation processes (through CBM) to ensure accurate university update of account status.

  • The Financial Business Coordinator will advise faculty and staff with regard to procurement procedures/processes for Research Foundation, State/IFR, and Stony Brook Foundation, as well as facilitate the procurement needs for the centralized accounts managed in the SoMAS Dean’s Office.

  • Utilizing all methods of procurement, and exercising purchasing authority for numerous accounts, procure services and commodities from state/IFR, Research Foundation, and Stony Brook Foundation resources. Review vendor invoices received for delivered products against POs and/or P-card transactions, checking billing amounts against price quotes and resolving any discrepancies directly with vendors.

  • Research and make recommendations on office equipment and vendors, as well as service contracts. Renew School’s equipment insurance annually, ensuring no lapse in coverage.

  • Assist faculty and staff with requirements for state purchasing, including equipment bidding, single/sole source justifications, obtaining price quotes from various domestic and international vendor representatives, arranging for educational discounts, etc.

  • Ensure adherence to donor intent and submission of supporting documentation to SBF.

  • Maintain shadow accounting files for Dean’s Office managed accounts.

  • Manage SoMAS Course Fees subaccounts: ensure each submitted requisition for a course expense is within course fee structure and the semester’s budget before submitting for approval; charge to the proper sub-account; maintain spreadsheets and hard copy files of expenses; reconcile all course fees each semester.

  • Respond to Accounting requests for course fee updates and audits.

  • Other duties or projects as assigned as appropriate to rank and departmental mission, such as assisting with answering phones and greeting walk-in guests as needed, and assisting with set up and break down of SoMAS events as needed.

Special Notes:

This is a part time appointment. FLSA Nonexempt position, eligible for the overtime provisions of the FLSA.

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Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Governor’s Office of Employee Relations at (518) 474-6988 or via email at .

About Stony Brook:

Stony Brook University, home to many highly ranked graduate research programs, is located 60 miles from New York City on Long Island's scenic North Shore. Our 1,100-acre campus is home to 24,000 undergraduate, graduate, and doctoral students and more than 13,500 faculty and staff, including those employed at Stony Brook Medicine, Suffolk County's only academic medical center and tertiary care provider. The University is a member of the prestigious Association of American Universities and co-manager of nearby Brookhaven National Laboratory (BNL), a multidisciplinary research laboratory supporting world class scientific programs utilizing state-of-the-art facilities such as the Relativistic Heavy Ion Collider, the National Synchrotron Light Source, and the Center for Functional Nanomaterials, and the New York Blue IBM BG/L P supercomputer, owned by Stony Brook and managed by BNL. Stony Brook is a partner in managing the Laboratory for the Department of Energy, and is the largest institutional scientific user of BNL facilities. As such, many opportunities exist for collaborative research, and in some cases, joint appointments can be arranged.

Stony Brook University is an Affirmative Action/Equal Opportunity employer. We encourage protected veterans, individuals with disabilities, women and minorities to apply.

If you need a disability related accommodation, please call the University Human Resource Services Department at (631) 632- 6161 or the University Hospital Human Resources Department at (631) 444-4700. In accordance with the Title II Crime Awareness and Security Act, a copy of our crime statistics is available upon request by calling (631) 632- 6350. It can also be viewed on line at the University Police website at

Job Field: Administrative & Professional (non-Clinical)

Primary Location: US-NY-Stony Brook

Official Job Title: Staff Assistant

Department/Hiring Area: School of Marine and Atmospheric Sciences

Stony Brook University

Schedule: Part-time

Pass Days: Day Shift

Posting Start Date: Jul 11, 2018

Posting End Date: Jul 25, 2018, 10:59:00 PM

Salary: Commensurate with experience within the range of $40,000-$51,500 (will be prorated to reflect the .60 FTE)

Salary Grade: SL2

Req ID: 1802034