Required Qualifications (as evidenced by an attached resume):
Bachelor's degree (foreign equivalent or higher). Two (2) years of progressively responsible full-time administrative experience to include financial management transactions, and/or human resources. Experience in Microsoft Office Suite and/or Google Workspace. Must have, keep, and maintain the appropriate valid NYS Driver's License; have a motor vehicle record which is free from major violations or a pattern of repeat violations. (***Out-of-State Applicants, see "Special Notes").

Preferred Qualifications:
Budget management experience. Experience with procurement. Experience with accounts receivable and/or accounts payable processes. Recruiting experience. Customer service experience.

Brief Description of Duties:
The Assistant Business Manager will assist the Senior Financial Analyst with all business activities for Mobility and Parking Services (MAPS). This will include all related administrative, HR, and operational activities regarding recruitment, procurement/invoice payment and finance and budget reporting. The Assistant Business Manager must have excellent communication, interpersonal, organizational, and multitasking skills. This position requires the ability to work independently and manage multiple priorities in a fast-paced deadline driven environment, as well as strong analytical and problem-solving skills.

• Financial Business Functions:
• Perform and/or assist with review of purchase requisitions for services, equipment, and commodities. Work closely with Procurement and vendors to expedite orders for goods and services. Ensure that all purchases are in accordance with Procurement requirements. Ensure that support staff is performing the day-to-day purchasing, payments of invoices and contract payments. Reconcile account balances with support staff to maintain accuracy in all department accounts.
• Perform and/or assist support staff with record keeping reconciliation and compliance duties for the payment of invoices resulting from larger contract agreements and purchase orders including ensuring compliance with contractual and purchase order terms and conditions. Create detailed spreadsheets ensuring accuracy. Develop and prepare reports utilizing various reporting and analysis tools.
• Assist in comparing department accounts to various financial/accounting systems, to include SUNY 1, SUNY BI, SBU Reporting, and PeopleSoft. Ensure financial reporting issues are identified, tracked, reported on, and resolved in a timely manner. In the case of any discrepancies, ensure issue resolution with appropriate departmental staff and/or outside departments such as Procurement, Accounts Payable, Accounting, VP's Office and or other areas as appropriate.
• Manage daily revenue reconciliation between university and departmental systems.
• Assist with managing, planning, and coordinating the accounting and budgeting for all program areas under MAPS, including IFR Accounts. Work with the Senior Financial Analyst to manage all budget analysis to include projections for revenue, forecasting, and development of spending plans. Create and update detailed spreadsheets ensuring accuracy. Develop and prepare reports utilizing various reporting and analysis tools.

• Administrative Functions:
• Coordinate Insurance Recoveries for the department, including billing and reimbursements for automotive damages to campus vehicles. This includes working with UPD, Legal, outside insurance agencies, customers, and vendors.
• Monitor and recharge various departmental expenses including, but not limited to, campus bus charters and university vehicle fuel usage.
• Coordinate MAPS travel processes, including registration and travel arrangements. Ensure staff are properly set up in Concur.
• Assist with the purchasing card program including, but not limited to requests, tracking, reporting and reconciliation.
• Coordinate the maintenance of filing systems for department records, including records retention plan.
• Coordinate the maintenance and tracking of MAPS Policies and Procedures.
• Use monthly reporting to set rates for campus fuel.
• Assist with internal audit of financial and business practices.

• HR Functions:
• Liaison for business functions to include supporting the recruitment, selection, and onboarding of staff and preparation of performance programs and appointment packages.
• Departmental onboarding to include coordination for appropriate training, issuance of keys, access to buildings, equipment, computer accounts and university/departmental systems, etc.
• Perform all ERP transactions for appointments, reappointments, changes, leaves, and terminations.
• Ensure timesheet submissions, OT recording, and paycheck distribution are accurate and on a timely basis. Ensure support staff accurately tracking employee attendance and serve as back-up when needed.
• 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 $3,087 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.

***Out-of-State Applicants: Please note as a condition of employment and in order for this position to be tendered, the successful incumbent will be required to provide evidence of a valid license and driving abstract from the state issuing the license within five business days of a conditional offer and must obtain a NYS driver's license within 30 days of start date.

This position will remain posted until filled or for a maximum of 30 days. An initial review of all applicants will occur two weeks from the posting date. For full consideration, applications must be received before the initial review date. If within the initial review no candidate was selected to fill the position posted, additional applications will be considered for the posted position; however, the posting will close once a finalist is identified, and at minimal, two weeks after the initial posting date.

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 .

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