Business Administrator

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Who We Are

We, the Division of Student Affairs, are a student-focused organization that aims to empower student success and support personal development. We act daily to create, enhance, and sustain a culture of respect and inclusion in the workplace, focusing on equity and justice in its many forms, including racial, social, and environmental justice. We intentionally and relentlessly pursue excellence through introspection, vulnerability, empathy, compassion, learning, and courage. We value our internal and external partnerships as vital drivers of the ambitious goals we pursue. We celebrate and take pride in the following:

• Named one of the "Most Promising Places to Work in Student Affairs" by Diverse Magazine.
• Serving a highly diverse student body (click here for more information).
• Leading the way as the #1 ranked institution in the AAU and #3 of all colleges and universities nationally in fostering our students'' social mobility.
• Awarded multiple distinctions including philanthropic awards and research grants in experiential learning and career development, voter engagement, student engagement, health and wellness practices, and quality of residential life.

Click here for more about Student Affairs.

Required Qualifications (as evidenced by an attached resume):

Bachelor''s degree (foreign equivalent or higher). Three (3) years of full-time administrative experience. Experience with financial reconciliation and/or budget management.

Preferred Qualifications:

Master''s degree (foreign equivalent or higher). Microsoft Office or Google Suite experience. Experience creating, editing and submitting reports. Project management experience. Experience with procurement of services/goods. Database management experience. Experience working with a diverse college population.

Brief Description of Duties:

This role is ideal for a highly organized, detail-oriented problem‑solver. The Business Administrator will manage purchasing and vendor relationships, monitor our program budgets on track, support two senior leaders with complex scheduling, and help ensure our events, services, and operations run seamlessly. You will serve as a central operational resource for a 45‑member staff, helping maintain fiscal discipline, supporting program logistics, and ensuring timely completion of administrative processes. This role provides responsive customer service, and supports a wide range of programmatic needs including event coordination, supply management, attendance tracking, and report generation. The ideal candidate is highly organized, detail-oriented, and proactive, with the ability to manage multiple priorities, meet deadlines, and build strong working relationships with vendors, internal offices, and campus colleagues. Must be able to work independently and exemplify a high level of professionalism, integrity, and work ethic.

Procurement, Purchasing & Financial Support

• Manage procurement and purchasing processes, including preparing requisitions, processing purchase orders, and coordinating with vendors.
• Monitor and assist with program budgets to ensure spending remains within approved limits; identify and communicate potential issues proactively.
• Complete monthly billing reconciliations, resolve discrepancies, and maintain accurate financial records.
• Track invoices, payment status, and vendor documentation to ensure timely and compliant processing.
• Maintain organized records of contracts, receipts, and financial approvals.

Program & Administrative Support

• Assist with event planning and logistics, room reservations, materials preparation, etc.
• Generate routine and ad‑hoc reports for leadership and program staff.
• Provide general administrative support, document preparation, communications, filing, and special projects.
• Provide scheduling support for two executives with high‑volume calendars.
• Coordinate meetings, conference calls, and events across multiple teams and stakeholders.
• Anticipate scheduling conflicts, prioritize meeting requests, and maintain clear communication with all parties.

Collaboration & Customer Service

• Serve as a point of contact for vendors, staff/faculty, and students/alumni and external stakeholders, providing timely and professional assistance.
• Work collaboratively with internal departments to ensure smooth operations and coordinated workflows.
• Demonstrate strong customer service, professionalism, and problem‑solving in all interactions.

Professional Development and Committee Involvement:

• Participating in opportunities that promote learning, growth, and development (i.e., classes, training, webinars, conferences, committees, etc.).
• Contributing to the Division of Student Affairs by attending and/or supporting events, activities, and programs outside of your department/unit (i.e., campus-wide traditions, events, programs, etc.).
• Other duties or projects as assigned as appropriate to rank and departmental mission.
• Evening and weekend work may be required at times.

Special Notes:

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

Salary: $66,000-$68,000 + $4,000 Location Pay = $70,000-$72,000 Total Compensation

In addition to the employee''s base salary, this position is eligible for $4,000 UUP annual location pay, paid biweekly.

Essential Position: This has been designated as an essential position based on the duties of the job and the functions performed. Positions that are designated as such may be required to report to work/remain at work even if classes are canceled, and the campus is working on limited operations in an emergency.

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.

In accordance with the Title II Crime Awareness and Security Act a copy of our crime statistics can be viewed here.

Visit our WHY WORK HERE page to learn about the total rewards we offer.

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