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Stony Brook University Budget Generalist in Stony Brook, New York

Required Qualifications (as evidenced by an attached resume):

Bachelor's Degree (foreign equivalent or higher). Three years of full-time finance, budgeting and/or data modeling experience. Advanced Excel skills required (e.g. advanced formulas and pivot tables), Microsoft office suite. Experience reconciling accounts from various databases, working with / and analyzing data and experience with data visualization and data analysis.

Preferred Qualifications:

Bachelor's degree (foreign equivalent or higher) in Business Administration, Accounting, Higher Education). MBA and/or CPA candidate. Proficiency with Tableau and/or business intelligence systems (Oracle BI, SAP Business Objects, etc.). Experience working with Google Apps. Experience working in a financial capacity in an academic setting or institution of higher learning. Experience with reviewing and performing journal transfers, allocation transfers and/or revenue transfers. Expertise in analyzing various data repositories to ensure validity and troubleshoot discrepancies.

Brief Description of Duties:

Responsible for all transactions related to the financial operations of the Provost area. This includes 30+ units made up of all schools and colleges, centers and institutes and administrative units under the Provost VP Area. Specifically, the incumbent will oversee all units and centers/institute accounts, completing transactions as necessary and maintaining compliance with relevant policies/procedures. The Budget Analyst will record resource commitments to/from the Provost 30+ units, ensuring that resources are received in a timely manner, adjusting as necessary as well as work with other staff to review, analyze, monitor, and report on the financial health of the Provost units. Qualified candidates must have a strong work ethic and the desire to help others. In addition, the selected applicant must have strong qualitative and analytical skills as evidenced by a deep understanding of budgeting and accounting practices. Experience with, knowledge of, and understanding of higher education institutions and operations is preferred as is having an extensive understanding of the financial rules and regulations of the University's funding sources. The successful incumbent will have excellent customer service and interpersonal skills, exercising strong organizational and time-management skills with an exceptional attention to detail. Essential for this role is the adeptness to work independently as well as part of a team with a collaborative approach to problem solving. With core values of integrity, innovation, and compassion as a foundation, the ability to collaboratively and transparently build consensus on direction and approach will be key to achieving success. Moreover, demonstration of trust, compliance with policy, regulation, and laws are core requirements for the position.


Transactions & Analysis:

The incumbent is the primary staff member in the office responsible for providing consistent transactional budget support and guidance to 30+ units including: monitoring, updating and reconciling various accounts/databases in a transparent way that holds units accountable.

Reconcile the various databases utilized by the University throughout the year to coordinate the resources within the Provost areas, elevating any highly complex issues to the Senior Budget and Financial Planning Analyst. Interface with the other financial systems on campus and in SUNY.

Analyze various data repositories, ensure validity and troubleshoot discrepancies.

Coordinate activity relating to allocation requests, expenditure transfers, IFR accruals and distribution of grants and awards. Assist with Provost IFR, Summer and Winter (SUTRA) accounts, reviewing and approving new revenue supporting account proposals, ensuring allocation and expenditure alignment and compliance with campus policies.

Prepare trend reports and forecast activity as requested. Review and perform journal transfers, allocation transfers, revenue transfers and PDME transfers for assigned units. Perform rate reviews as needed.

Review monthly reports for Provost units, proactively identifying budget issues so they can be resolved in a timely and effective manner. Review free balances in all operating accounts and advise the Senior Budget and Financial Planning Analyst of potential issues.

Assist the Senior Budget and Financial Planning Analyst with maintaining necessary internal controls, conducting reviews in an effort to ensure the financial goals of the University are achieved.

Responsible for maintaining the Office of the Provost Budget Manual for each fiscal year.

Provide unit-guidance on budget planning process, including quarterly meeting support/guidance, mid-year analysis and year end projections, multi year forecasting and data entry into the campus budget module (CBM), & IFR accrual analysis (incl. deficit reduction policies).

Monitor PSR for assigned units, making sure they meet budget targets and review/approve budget changes, monitoring changes from planned to actuals.

Prepare high level reports for senior leadership meetings at the request of the new Provost.

Prepare Authorization to Recruit (ATR) information by unit for the ATR process meetings for Provost & senior leadership team.

Consolidate mid-year reporting from units and prepare one total VP area analysis.

Assist units with completing position compensation forms and prepare them for review with Sr. Budget and Financial Planning Analyst.

Provide detailed budget and financial training for existing budget officers across the Provost VP area. Provide financial onboarding training for new budget or financial officers.

Prepare analyses for summer, winter and ACE revenue and distribute to units.

Review course fee requests and prepare for accounting and SUNY approval.

Manage special appropriation accounts, prepare and manage SUNY requests.

Ensure timeline compliance of reporting units, as well as file compliance with university expectations.


Serve as a liaison to units within the Provost area as well as other administrative offices, assisting with budgetary concerns. Create and/or maintain partnerships within the Provost area and across the University as an integral part of the Provost's budget team.

Outreach and Professional Development:

Function as an analyst in all areas of the Office's daily business, requiring a full understanding of the Office, as well as University Policies and Procedures. Participate, as appropriate, in internal and external professional activities, such as a committee member, search chair, meeting or conference presenter, staying abreast of emerging developments within the field.

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.


In response to the New York State Department of Health (DOH) regulation requiring Hospital and Nursing Home personnel to be fully vaccinated against COVID-19, candidates selected for patient care positions or positions that may come in contact with patients or patient care employees, if not already vaccinated, must be fully vaccinated or obtain the first dose of the vaccine within three (3) calendar days of acceptance of conditional job offer and must obtain any subsequent doses in accordance with the DOH vaccine protocol. Candidates who are partially vaccinated, but not yet fully vaccinated, must complete their vaccination series within three (3) calendar days of job offer or in accordance with vaccine manufacture protocol, whichever comes later. The regulation also allows for limited exemptions with reasonable accommodations, consistent with applicable law.

Resume/CV and cover letter should be included with the online application.

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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Job Number:2203805
Official Job Title:Senior Staff Assistant
Job Field:Administrative & Professional (non-Clinical)
Primary Location:US-NY-Stony Brook
Department/Hiring Area:Provost Office
Schedule:Full-timeShift:Day ShiftShift Hours:8:30 - 5:00

Posting Start Date:Nov 9, 2022
Posting End Date:Dec 1, 2022, 4:59:00 AM
Salary:Commensurate with experience
Appointment Type:Term
Salary Grade:SL3

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.