Budget and Administration Coordinator

Stony Brook University; Stony Brook (NY); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

UUP location pay ($4,150)

Job summary

Stony Brook University’s Division of Undergraduate Education is seeking a Budget and Administration Coordinator to provide essential budget and personnel support. The role leads high-volume financial and HR transactions while ensuring compliance with university policies and timelines.

The successful candidate will manage budgets, procurements, and staffing activities; maintain confidential personnel records and support audits.

Qualifications

• Bachelor’s Degree; Two (2) full time years of professional experience in an office or administrative setting.
• Experience managing and reconciling multiple account budgets and/or experience recruiting, hiring or onboarding employees.
• Proficiency in Microsoft Office Suite (Excel, Word) and Google applications or similar software.

Responsibilities

• Monitor departmental operational budgets, tracking expenditures and encumbrances; perform budget analyses and report findings.
• Serve as the primary contact for staff inquiries regarding budget spending policies and procurement workflows; maintain records for audit readiness.
• Bulk of day-to-day personnel transactions; assist with position descriptions, search committees, pre-employment, and personnel files.
• Oversee permanent appointment eligibility; coordinate with supervisors to submit packages; ensure 100% compliance in evaluations and program documents.
• Participate in divisional and university programs and services, including training, events, and committees.

Skills

Budget management

Office administration

Recruitment/onboarding

Communication

Education

Bachelor's degree

Tools

Microsoft Office

Excel

Google Apps

WolfMart

Avidxchange

SUNYBI

SBU Reporting

SOLAR

TMS

Concur

PeopleSoft/Oracle

RF Report Center

Job description

Job Description - Budget and Administration Coordinator (2603564)

Budget and Administration Coordinator

We are the Division of Undergraduate Education

We are student-centered departments dedicated to fostering and enhancing the ever-evolving undergraduate academic experience.

We implement and support innovative teaching, advising, and student interventions that strategically promote student success, retention and graduation.

We strive to create meaningful relationships with students and value collaboration with colleagues across academic and administrative areas to ensure students experience an inclusive and engaging environment.

We are constantly evolving. We are a division of creative, forward thinking and solutions-focused staff, who are committed to professional growth, training, research initiatives and collaboration within our area and with campus partners.

Required Qualifications (as evidenced by an attached resume):

Bachelor’s Degree. Two (2) full time years of professional experience in an office or administrative setting. Experience managing and reconciling multiple account budgets and/or experience recruiting, hiring or onboarding employees. Proficiency in Microsoft Office Suite (Excel, Word) and Google applications or similar software.

Preferred Qualifications:

Administrative experience in a higher education environment. Experience using technology applications to support budgeting, financial management, and/or human resources functions. Proficiency with various university software platforms including but not limited to WolfMart, Avidxchange, SUNYBI, SBU Reporting and SOLAR, TMS, Concur, PeopleSoft/Oracle, RF Report Center. Experience interacting with diverse populations.

Brief Description of Duties:

The Budget and Administration Coordinator provides essential tactical and operational support to the Division of Undergraduate Education (DUE). The successful candidate will serve as a lead for high-volume financial and personnel transactions, ensuring adherence to University, State, and Foundation compliance standards. Key to success in this position is balancing competing priorities and working collaboratively in a team environment while consistently meeting strict deadlines.The ideal candidate will have an understanding of budget and personnel administration processes, problem solving and interpersonal skills as well as the ability to adapt to a changing and growing Division. This professional will demonstrate independence and sensitivity regarding personnel and budget information, as well as the ability to maintain strict confidentiality and discretion.

• Monitor departmental operational budgets, tracking, expenditures, and encumbrances. Perform budget analyses, identifying overages, payroll errors, underutilized funds, and report findings. Process budget transfers forms, and reallocations in accordance with internal financial Divisional protocols. Assist with grant, project, or contract budget tracking, ensuring spending aligns with project restrictions and timelines.

Serve as the primary point of contact for staff inquiries regarding budget spending policies and procurement workflows. Monitor financial documentation and maintain organized records to support audit readiness and compliance requirements.

Personnel, Recruitment, and Process Management:

• This position will be responsible for the bulk of the day-to-day personnel transactions.

Assist with the creation of position descriptions, establish and charge search committees, advance candidates through the electronic applicant system, close searches, manage offers, and initiate pre-employment. Process all employment-related transactions related to existing appointments for all Division of Undergraduate Education staff, adjuncts, volunteers, and affiliates.

Ensure permanent appointment eligibility for state staff appointments. Coordinate with supervisors to submit permanent appointment packages. Under the direction of management, ensure all performance evaluations and program documents are processed promptly and are 100% compliant. Oversee the administration and maintenance of DUE personnel files. Track and coordinate all human resources documentation

Divisional and University Service:

• Participate in various Divisional and University programs and services including training/staff development, campus events, special events, admissions open houses, search committees, and University-wide committees.

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 $4150 UUP annual location pay, paid biweekly. For this position, we are unable to sponsor candidates for work visas.

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 [phone] or visit OEA .

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