Budget Coordinator

Stony Brook, NY
Jun 17, 2017
Institution Type
Four-Year Institution
Job Description

Budget Coordinator-1701883

Required Qualifications: (Evidenced by an attached resume)

Bachelor’s degree. Three years of full-time financial accounting and reporting experience to include analyzing and reconciling various databases. Professional experience researching, analyzing and resolving budgeting problems. Highly proficient, professional experience in complex spreadsheet creation. Professional experience in word processing, electronic messaging and internet applications (Microsoft Word, Excel, PowerPoint, Google Apps, etc...). Experience interacting with individuals at various levels within an institution, as well as the general public, whenever necessary. Experience working with, and maintaining confidential information.

Preferred Qualifications:

Bachelor's Degree in accounting, finance, or another related field. Advanced experience with electronic budget and accounting systems. Experience in a large organization environment to include higher-education setting or a public agency.

Brief Description of Duties/Primary Purpose: The Senior Staff Assistant is responsible for providing assistance in the efficient management of budget matters in the College of Arts and Sciences. Incumbent must possess, outstanding written, verbal and interpersonal communication skills and experience successfully working independently as well as part of a team with a collaborative approach to problem solving.

  • Identify and track all CAS commitments to its faculty, departments, programs and centers, which includes: faculty start up, RSR's, retention, annual discretionary allowance, relocation, search costs and other decanal commitments. Reconcile and account for all commitment balances from all sources using Microsoft Excel spreadsheets and provide periodic updates to Assistant Dean for Budget, the Dean and respective faculty members. Current cumulative commitment balance is approximately 15 million spanning over 7 years of funding schedule. Train and guide faculty and staff on relocation, reimbursement, Independent Contractor and other SUNY, RF and University policies when using commitment funding. Full signing authority on all decanal accounts. Create and maintain individual and summary commitment spreadsheets; extract data for Dean and Assistant Deans.

  • Serve as co-account access custodian on ERAS. Act as procurement officer for faculty who have been allocated "start up funds" as part of their positions' offering terms. Review, approve and/or input purchase order transactions on campus Wolfmart procurement system for the Dean's Office. Provide technical assistance to departmental faculty and administrative staff regarding the utilization of the system. Provide up to date information regarding SUNY procurement guidelines/procedures to college-wide administrative staff and faculty members. Utilize different forms and systems to purchase with State, IFR, or RF funds adhering to SUNY and RF Procurement guidelines.

  • Responsible for the administration of $2 million adjunct budget for all departments of the College of Arts and Sciences. Create adjunct budget roster and manage funds on a daily basis. Work with departments Chairs and staff assistants to project and request supplementary instructional needs. Facilitate use of existing funds in order to produce an efficient and productive use of allocated departmental funding. Approve and track all adjunct appointments. Enter adjunct expenses into CAS departmental roster and reconcile against adjunct roster. Prepare budget reports and analysis of adjunct expense trends for the Dean and Assistant Deans as needed.

  • Assist the Assistant Dean for Budget in the preparation of approximately $75 million annual State and $3.5 million annual Income Fund Reimbursable (IFR) budgets for the College of Arts & Sciences which includes 30 + departments and centers. Assist the Assistant Dean for Budget in calculating, analyzing, and entering confidential data in the "All Funds" PeopleSoft Oracle Campus Budget Module (CBM). This data includes faculty and staff names, salaries, FTE levels, position titles, appointment dates, termination dates, leaves, new positions, additional compensation, and OTPS allocation projections. Assist the Assistant Dean for Budget in preparations of expense journal transfers and budget transfers requested through the Provost Office and Accounting. Assist with Budget negotiations and presentations at departmental budget meetings.

  • Prepare and analyze monthly reconciliations of Dean's Office accounts including State, IFR, Stony Brook Foundation, and Research Foundation accounts. Utilize AES reports, SUNY Business Intelligence System, SBU reporting and RF dashboard to reconcile and verify account transactions and balances. Review reconciliations with the Assistant Dean for Budget on a monthly basis and identify any potential problems. Take a proactive role in recommending solutions to concerns and corrections for discrepancies to the Assistant Dean for Budget.

  • Streamline and coordinate the travel and equipment decanal approval process for the College of Arts and Sciences. Assist the Dean in creation and implementation of policy and procedure of the CAS decanal approval process, as per the guidelines of Presidential Expenditure Reduction Plan. Train and guide department administrators/Chairs on the new standard operating procedure and process for start-up/Dean's commitment accounts.

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

Special Notes: This is a full time appointment. FLSA Exempt position, not eligible for the overtime provisions of the FLSA. Minimum salary threshold must be met to maintain FLSA exemption.

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 info@goer.ny.gov.

Stony Brook University is 100% tobacco-free as of January 1, 2016. See our policy and learn more at stonybrook.edu/tobaccofree.

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. SBU is a comprehensive research-intensive university and a member of the prestigious Association of American Universities (AAU), which includes 34 public universities among its 62 members. SBU consists of 12 schools and colleges and a teaching hospital that provides state-of-the-art healthcare in the Long Island region. SBU also manages and performs joint research with Brookhaven National Laboratory, the only Department of Energy Laboratory in the Northeast, and shares doctoral programs with Cold Spring Harbor Laboratory, a world-renowned molecular biology institute. Home to the Emerson String Quartet, the Pollock-Krasner House in East Hampton, New York, Humanities Institute, and the Southampton Arts Program, and with endeavors that extend to the Turkana Basin Institute in Kenya and the Ranomafana National Park in Madagascar, SBU sustains an international reputation that cuts across the arts, humanities, social sciences, and natural sciences.

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 http://www.stonybrook.edu/police.

Official Job Title: Senior Staff Assistant
Job Field: Administrative & Professional (non-Clinical)
Primary Location: US-NY-Stony Brook
Department/Hiring Area: College of Arts and Sciences-Stony Brook University
Schedule: Full-time Day Shift 9:00am-5:00pmCollege of Arts and Sciences-Stony Brook University
Posting Start Date: Jun 16, 2017
Posting End Date: Jun 30, 2017, 10:59:00 PM
Salary: Commensurate with experience within the range of $ 69,000 - $ 81,000
Salary Grade: SL3


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