Administrative & Finance Coordinator

Required Qualifications (as evidenced by an attached resume):

Bachelor's degree (foreign equivalent or higher). Two (2) full time years of professional administrative experience. Experience maintaining records, tracking budgets, processing invoices, and assisting with financial transactions. High proficiency in Microsoft Office Suite (Excel, Word) and Google Workspace. Strong written and verbal communication skills with a demonstrated ability to provide customer service or administrative support to diverse stakeholders.

Preferred Qualifications:

Administrative experience in a higher education environment, supporting faculty or departmental operations. Experience managing and reconciling multiple account budgets. Experience processing high-volume financial transactions and ensuring compliance with New York State (NYS) procurement guidelines. Experience with purchasing supplies, ordering inventory, and processing routine requisitions. Experience using electronic procurement, travel, or financial software systems (e.g., WolfMart, Concur, AvidXchange, or similar enterprise platforms).

Brief Description of Duties:

Reporting to the Assistant Director for Finance and Administration, the Administrative & Finance Coordinator provides essential tactical and operational support to the College's Dean's Office. The successful candidate will serve as the primary lead for high-volume financial transactions and departmental logistics, ensuring strict adherence to University, State, and Foundation compliance standards. Strong organizational skills and the ability to manage multiple deadlines simultaneously are essential to this role.

Financial & Procurement Transaction Management:

• Serve as the primary processor for procurement, travel, and expense transactions using the Concur system, ensuring all receipts and justifications comply with State, and Research Foundation guidelines.
• Process purchasing transactions, material service requisitions, journal transfer forms, purchase orders, invoices, and related procurement documentation as directed by the Assistant Director.
• Maintain accurate financial records for purchase orders, invoices, contracts, FSA Card usage, and Guest Speaker and Seminar Series expenditures.
• Support faculty and staff with purchasing requests, travel authorizations, expense reports, reimbursements, and related transactional activities.
• Coordinate procurement-related logistics for guest speakers, including travel, lodging, transportation, and payment processing.
• Lead student club expenditure processing and ensure all transactions comply with university and funding guidelines.
• Monitor financial documentation and maintain organized records to support audit readiness and compliance requirements.

Faculty & Teaching Assistant Support

• Support onboarding, hiring, and employment processing for Student Assistants and faculty Teaching Assistants.

• Monitor Teaching Assistant and Student Assistant timesheets, payroll processing, and appointment-related documentation.

• Assist faculty with administrative support related to Teaching Assistant appointments, onboarding, hiring documentation, and employment transactions.

• Coordinate with Human Resources and campus administrative offices to ensure timely processing of student employment actions.

• Maintain accurate and confidential records related to student employment and appointment transactions.

Operational & Administrative Support

• Manage the daily output and workflow of the Faculty Support database.

• Provide administrative support to faculty and staff for service requests including printing, hardware/software support coordination, travel requests, and general office operations.

• Respond to departmental inquiries and coordinate administrative follow-up as needed.

• Maintain departmental filing systems, both electronic and physical, ensuring records are organized, current, and accessible.

• Support departmental operational workflows and assist with special projects as assigned.

Facilities, Technical & IT Coordination

• Submit and monitor facilities work orders related to repairs, safety issues, and building maintenance.
• Manage physical inventory of furniture and computer equipment, including surplus processing and inventory tracking.
• Perform initial setup and coordination for computer labs and faculty workstations.
• Provide basic IT support and troubleshooting assistance for faculty and staff, coordinate with campus IT services as needed for hardware, software, and connectivity issues.
• Assist with departmental technology coordination to support daily operational needs and instructional activities.

Other duties or projects as assigned as appropriate to rank and departmental mission.

Special Notes:

This is a full-time appointment. FLSA non Exempt position, eligible for the overtime provisions of the FLSA.

In addition to the employee's base salary, this position is eligible for $4000 UUP annual location pay, paid biweekly.

For this position, we are unable to sponsor candidates for work visas.

Resume/CV and cover letter should be included with the online application.

Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning, and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.

If you need a disability-related accommodation, please call the university Office of Equity and Access (OEA) at (631) 632-6280 or visit OEA.

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