Budget and Finance Administrator

Job description

Job Description

Budget and Finance Administrator-1800233

Required Qualifications (as evidenced by an attached resume):
Bachelor’s Degree (or foreign equivalent or higher) and three years of administrative experience including complex budgets and reporting. Budget experience to include hands-on comprehensive financial record keeping, budget income, revenue and expense reconciliation reporting. Incumbent should know Microsoft Office Suite (Excel, Word, etc.) and have excellent organizational, presentation, verbal and written communication skills. Must be able to work independently with minimal supervision. Experience coordinating, developing and implementing program budgets and compliance policies.

Preferred Qualifications:
Master's degree (or foreign equivalent or higher). Five years of administrative experience in an academic setting. Knowledge of Procurement Syststems, WolfMart, NOLIJ, Slate, PeopleSoft, SUNYBI and Research Foundation PIAI, SBU Reporting, ERAS AES reports, and TMS (Taleo). Proficient in using Office 365 Applications. Working knowledge of budgets, personnel policies, purchasing procedures. Experience liaising with Procurement and Human Resources. Experience with grants management (pre and post award) for public (state, federal) and/or private sponsors preferred. Policy analysis, evaluation and compliance experience.

Description of Duties:
The position provides administrative support in the areas of budget, financial management, accounting, procurement, HR data, and compliance for the School of Dental Medicine and reports directly to the Assistant Dean for Finance and Administration. Confidentiality, dependability, timeliness, accuracy, organizational skills and discretion are essential attributes for this position.

Budget & Finance:

  • Responsible for all administrative and financial matters in the absence of the Assistant Dean. Assist the Assistant Dean in the preparation of approximately $8.6 million annual state and $12 million annual lncome Fund Reimbursable (IFR) budgets for the School of Dental Medicine, which includes the departments of Orthodontic & Pediatric Dentistry, General Dentistry, Prosthodontics & Digital Technology, Oral Biology and Pathology, Oral and Maxillofacial Surgery, Periodontology, the Dental Care Center, Academic Affairs, Student Affairs, Financial Aid, Admissions, Continuing Education services within the Office of Education and the Office of the Dean. Prepare business plans and models, statistical data for analysis and inclusion in the School of Dental Medicine’s annual budget and for accreditation/national survey documents. Assist the Assistant Dean in calculating, analyzing and entering confidential data in the “all funds” computerized campus budget module (CBM), utilizing “PeopleSoft” software. This data includes faculty and staff names, salaries, FTEs, position titles, appointment dates, termination dates, leaves, new positions, etc. and OTPS allocation projections. Support and coordinate with the Office of Grants Management (OGM) on pre-and post-grant budget and financial reporting, compliance, and management process. Assist the Assistant Dean to create business plans, financial models and strategic plans for the School.
  • Accounting:
  • Prepare and analyze monthly reconciliations of IFR Revenue, Expense and Cash Balance activity for over 30 IFR accounts with approximately $12 million annual activity. Prepare and analyze monthly managerial reports for State allocations expenses and account balances for 10 State accounts with approximately $8.6 million annual activity. Utilize SUNY SMRT System Managerial reports to compare budgeted expenditures with actual year to date expenditures. Review reconciliations with Assistant Dean on a monthly basis and identify any potential problems. Prepare and submit quarterly IFR bills to third parties in accordance with contractual agreements for the provision of dental services or GME (Graduate Medical Education) reimbursement for faculty and postgraduate student stipend costs. Prepare reconciliation excel spreadsheets and track revenue and expenditure detail for State, Stony Brook Foundation (SBF), Faculty Student Association (FSA) and Research Foundation (IDC & Royalty) accounts for review and analysis by the Assistant Dean. Process budget transfers and journal transfers for State and IFR accounts. Reconcile this activity to the monthly account expenditure reports. Take appropriate actions to recommend corrections for discrepancies to the Assistant Dean. Prepare school-wide Salary Audit reports for outside accounting firm audits. Assist the auditors to understand our reports and data on an annual basis. Work with the OGM to process and track research salary offset transactions for all departments within the School of Dental Medicine. Review OGM generated RF Income Fund reimbursable forms for transferring RF funds from RF grants to ensure accuracy of fiscal year revenue projections and reconcile monthly deposits in accordance with SDM Salary Offset Policy. These forms and deposits will be reviewed by the Assistant Dean prior to submission to the Project Investigator, Departmental Chair, Dean, Vice President – HSC and Research Foundation Grants Management for final approvals and processing. Reconcile the receipt of RF Income Fund reimbursable deposits to the monthly IFR salary offset account expenditure summary reports. Create and maintain excel spreadsheet to track the status of these deposits. Take appropriate actions to expedite missing deposits and to correct discrepancies. Provide training to departmental administrators and/or support staff regarding the salary offset paperwork and reconciliation process and reconciliation of departmental accounts.
  • Procurement:
  • Serve as the central personnel in ensuring internal review of all procurement processes and ask for the guidance of the Assistant Dean when necessary. Create expense and travel budgets in conformity with the University Expense and Travel Pre-Approval process. Review, approve and/or input purchase order transactions on campus Wolfmart electronic requisition system. Provide training and supervision to administrative support staff regarding the utilization of the Wolfmart electronic requisition system. Provide up to date information regarding SUNY procurement guidelines/procedures to school wide administrative staff. Act as the procurement officer for students, faculty, and staff. Create a repository of University procurement policies and make them readily available for school-wide usage. Ensure procurement transactions tie into business plans within the School. Assist faculty who have been allocated "start-up funds" as part of their positions' offering terms. Utilize different forms and systems to purchase with State, SBF, IFR or RF funds adhering to SUNY and RF guidelines. Identify and track all "start-up fund" balances using Excel spreadsheet and provide periodic updates to Assistant Dean and faculty. Current cumulative "start-up fund" balance is about $1 million. Monitor status of all active contractual agreements on behalf of SDM and advise Assistant Dean when renewals and/or new agreements are required. Prepare contractual documentation as requested by Assistant Dean. Create RFP documents (including drafting, preparing, and reviewing RFP responses), which involves serving as a liaison for the SDM in working participating parties both internal and external, which also involves working with University Procurement, University Counsel, Health Sciences Contract Officer, and Associate Vice President for Health Sciences, and University Hospital Leadership. Prepare and update contractual documentation's such as memorandum of understanding documents, financial report attachments, contractual exhibits as requested by Assistant Dean. Prepare monthly medicaid invoices for NYS Department of Health for SDM's Department of Oral and Maxillofacial Surgery's provision of OMFS case reviews. Submit monthly invoices to Health Sciences Center finance staff and School of Medicine Medicaid Case Administrator for further submission of bills to NYS Department of Health. Track and reconcile payments from NYS Department of Health to SDM IFR account. Act as the schools' main account assistant for all SDM accounts and maintain electronic record of authorized signatories/report recipients/wolfmart requesters using ERAS system. Train departmental staff on how to use the SUNYBI, PIAI, SBU Reporting, and ERAS system to retrieve and reconcile financial resports for State, RF and SBF accounts on a monthly basis.
  • Human Resources:
  • Generate reports from the PeopleSoft system to help VP Coordinator track faculty and professional positions with respect to reappointment renewal dates and permanent appointment due dates. Generate monthly PeopleSoft summary report that captures school wide full time faculty, part time faculty, administrative staff and clinical staff PSR data which includes; name, position title, department name, department ID, compensation rate, salary rate, FTE, salary distribution accounts and additional compensation amounts. This report is utilized by the SDM HR Coordinator and Assistant Dean to review all salary and human resource activities within the School. Create and maintain a database, including faculty and staff data, which can be sorted and utilized for budget & accreditation preparation and completion of national surveys and questionnaires. Review the data with SDM Coordinator for Human Resources on a routine basis. Work with SDM HR Coordinator and University Immigration Office to handle all Visa applications for faculty. Responsible for processing all Human Resource transactions in the absence of the SDM Coordinator for Human Resources. Work with the SDM HR Coordinator to create a repository of University human resources policies and make them readily available for school-wide usage. Access and run reports from the SDM Cactus (Faculty Credentialing) Software for review by the Assistant Dean.
  • Compliance:
  • Serve as the SDM Compliance Analyst in working with external auditors, University Internal Audit Office, University Counsel, Director of HSS Compliance, SDMIT, and Clinic Administration to ensure personnel, education, healthcare, and research compliance policies are followed accordingly. Work with the Office of Finance and Administration (OFA) and Clinic Administration team to review and collaborate on keeping the Dental School’s policy manual and compliance data (i.e. clinical, faculty, students, research-clinical, research-basic science/animal, temporary employee-clinical, temporary employee-research, temporary employee, volunteer – clinical, and volunteer – research for all functions not limited to credentialing, infection control, effort reporting, conflict of interest/outside interest reporting, faculty, staff, and student health records, lab safety, F1, J-1, and H1-B visas. Liaison between the SDM and the OGM to provide grants application and management guidance to Principal Investigators (PI’s) and/.or prospective PI’s. Ensure SDM policy manager/manuals are up to date with current documentation of School-wide policies. Serve as the lead person in the OFA’s initiatives not limited to innovative solutions, segregation of duties, paperless documentation, shared services, and procurement tracking systems. Ensure compliance of the Reptrax, Cactus, axiUm, and other software systems and protocols.
  • Other duties as assigned.
  • 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.
    Stony Brook University is 100% tobacco-free as of January 1, 2016. See our policy and learn more at stonybrook.edu/tobaccofree.
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    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 Jackson Pollock House in East Hampton, New York, the 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: Office of Finance and Administration-Stony Brook University
    Schedule: Full-time Day Shift 8:30- 5Office of Finance and Administration-Stony Brook University
    Posting Start Date: Aug 10, 2018
    Posting End Date: Aug 24, 2018, 11:59:00 PM
    Salary: $62,500 - $80,000/[email protected] CWE
    Salary Grade: SL3





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    Job No:
    Posted: 8/11/2018
    Application Due: 8/25/2018
    Work Type: