Business Operations Coordinator

Stony Brook; Stony Brook (NY); On-site; USD 60,000 - 62,000; Full time

Job summary

Stony Brook University in Stony Brook, NY is seeking a Business Operations Coordinator to provide administrative and budgetary support for the Recreation and Wellness department. The role will involve financial reporting, budget forecasting, and managing the annual operating budget, as well as overseeing student payroll and hiring procedures.

You will coordinate department-wide events, handle purchasing and logistics, and work with the Director to ensure compliant, efficient operations.

Qualifications

• Bachelor's degree required.
• Two years of full-time administrative experience.
• Experience with Microsoft Excel to include pivot tables and/or advanced formulas.
• Experience with Microsoft Office Suite and/or Google Workspace.

Responsibilities

• Provide comprehensive administrative and budgetary support for Recreation and Wellness.
• Assist with financial reporting, budget forecasting, analysis, and monitoring.
• Develop and administer the department’s annual operating budget.
• Oversee student payroll, onboarding, and related hiring/training processes.
• Support department-wide events, purchasing, logistics, and staff coordination.
• Ensure fiscal management, compliance, and efficient operations.

Skills

Administrative experience

Budgeting

Education

Bachelor's degree

Tools

Microsoft Excel (pivot tables)

Microsoft Office / Google Workspace

Job description

Job Description - Business Operations Coordinator (2603617)

Business Operations Coordinator

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.

Required Qualifications (as evidenced by an attached resume):

• Bachelor's degree (foreign equivalent or higher).
• Two (2) years of full-time administrative experience.
• Experience with Microsoft Excel to include pivot tables and/or advanced formulas.
• Experience with Microsoft Office Suite and/or Google Workspace.

Preferred Qualifications:

• Experience working in a higher education environment.
• Experience creating, editing and submitting financial reports.
• Experience with accounting and/or procurement of services/goods.
• Experience reconciling accounts.

Brief Description of Duties:

The Business Operations Coordinator reports directly to the Director of Recreation and Wellness, is responsible for providing a comprehensive administrative and budgetary support for Recreation and Wellness. This position will assist with financial reporting, budget forecasting, analysis, and monitoring, and plays a key role in the development and administration of the department’s annual operating budget. The Coordinator will also oversee the student personnel processes, including payroll, onboarding, and related administrative functions associated with hiring and training of student staff. The position supports departmental operational initiatives and assists with department-wide special events and programs, including planning, purchasing, logistics, and staff coordination. The incumbent will work closely with the Director of Recreation and Wellness to ensure effective fiscal management, compliance, and efficient business operations. The successful candidate must demonstrate strong analytical, organizational, communication, and problem-solving skills.

Budget and Financial Administration:

• Assist with the allocation of budgeted costs based on logical and defensible distribution methodologies.
• Assist in the rate review process with constituent student advisory groups. Reconcile the submitted annual budget to the SUNY BI reporting system. Assist with preparing budget presentation materials.
• Prepare ad hoc schedules to assist with the budgeting process.
• Support financial operations by preparing monthly account reconciliations of the submitted budget to SUNY Accounting systems and monitor/track allocation, expenditure and encumbrance levels to ensure adequate funding while identifying any anomalies.
• Review annual encumbrances by contract to ensure appropriate funding levels.
• Assist with projecting student employment and OTPS during the mid-year review. Assist in the monthly calculation of estimated revenues, receipts and expenditures by cost center and object of expense for inclusion in status reports.

Special Event & Initiatives:

• Assist in the planning, promotion, execution, and evaluation of SHWPS and divisional events as needed and assigned to enhance campus community and student retention.
• Coordinate department-wide special events and initiatives, including event planning and logistics, purchasing and ordering supplies, coordinating supply runs, organizing and assigning staff, and assisting with event setup, execution, and breakdown.
• Collaborate with departmental staff to ensure events are appropriately staffed, resourced, and successfully executed.

Student Assistants and Memberships:

• Assist with the recruitment, onboarding, training, and transition of incoming student assistants.
• Coordinate committee meetings, take and maintain a database of meeting minutes. prepare departmental reports as needed. Compile, prepare and maintain departmental reports.
• Assist with the administration and review of students payroll of student employees to ensure that all paperwork is filed properly with Human Resources.
• Assist with developing and maintaining budget allocation for student employment.
• Promote and sell recreation center memberships to faculty, staff, and graduate students.
• Coordinate the biweekly audit of student payroll.
• Assist with maintaining, updating, and documenting policies and procedures for the department.

Professional Development and Committee Involvement:

• Participate in opportunities that promote your learning, growth, and development (i.e. classes, training, committees, webinars).
• Contribute to the Division of Student Affairs and Stony Brook University by attending and/or supporting events, activities, and programs sponsored by areas within and outside your department/unit (i.e. campus-wide traditions, events, programs).
• 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

$60,000-$62,000 + $4,150 Location Pay = $64,150-$66,150 Total Compensation

In addition to the employee's base salary, this position is eligible for $4,150 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.

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 .

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.

#LI-ES1

Job Number:

2603617

Official Job Title: Staff Assistant

Job Field

Administrative & Professional (non-Clinical)

Primary Location

Department/Hiring Area: Recreation and Wellness

Schedule

Full-time

Shift

Day Shift Shift Hours : 8:30 a.m. - 5:00 p.m.