Senior Administrative Specialist
Required Qualifications (as evidenced by an attached
resume):
Bachelor’s Degree (foreign equivalent or higher). Three (3) years of full-time
administrative experience. Highly skilled in advanced word processing,
spreadsheet management, and utilizing productivity tools. Proficient in
Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace
applications (Docs, Sheets, Slides, Gmail, and more).
Preferred Qualifications:
Hands-on budget experience including comprehensive financial record-keeping and
reconciliation. Experience in procurement processes, including the creation and
management of requisitions. Working knowledge of processes associated with
accounts payable/accounts receivable. Proficiency in spreadsheet management,
including data analysis, complex formula creation, etc. Experience working with
institutions of higher education.
Brief Description of Duties:
This role is responsible for administering and managing complex, high-volume
procurement transactions for services and resources utilized by Stony Brook
University Libraries. The position oversees the entire purchasing lifecycle,
from requisition to delivery and invoicing. Additionally, the incumbent will
support financial analysis, reconcile various reports, and resolve budgetary
and purchasing-related issues. The successful candidate will possess
exceptional customer service and interpersonal skills, with strong
organizational and time-management abilities and keen attention to detail. This
role requires the ability to work both independently and collaboratively across
departments and with campus partners to ensure an effective and unified
approach to problem-solving.
- Procurement:
- Manage a high volume of acquisitions, purchase requisitions, subscription renewals, and services for University Libraries, adhering to State, SUNY, and agencies guidelines.
- Develop, coordinate, and maintain purchase order records to ensure efficient and effective use of funds.
- Monitor expenditures and generate activity reports for all accounts.
- Assist with financial reporting for grants and donor-related accounts.
- Coordinate the annual fiscal year close-out, ensuring timely invoice processing and the disencumbrance of outstanding funds.
- Reconcile credit card purchase reports to maintain accurate financial records.
- Collaborate with the procurement department to facilitate contract reviews, agreements, purchase orders, and change orders.
- Assist in preparing documentation required for bids and contracts.
- Monitor state-issued contracts and awards impacting library services.
- Serve as a liaison with University Libraries’ staff on purchase requests and financial matters.
- Budget:
- Assist the Executive Director, Library Finance and Management in planning and preparing the annual budget.
- Develop and implement improvements to processes and procedures related to financial transactions.
- Monitor departmental expenditures and oversee financial transactions for accuracy, compliance, and timely payment.
- Make deposits with the Bursar’s Office as needed.
- Liaison:
- Serve as an advanced-level liaison with the procurement department, campus offices, SUNY, and state departments to provide advisory support, regulatory guidance, and policy review for purchasing compliance.
- Advise and assist University Libraries faculty and staff in navigating policies and procedures related to procuring resources and supplies.
- Other duties or projects as assigned as appropriate to rank and departmental 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 addition to the employee’s base salary, this position is eligible for $3,400
UUP annual location pay, paid biweekly.
For this position, we are unable to sponsor candidates for work visas.
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.
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 OEA.
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Job Number: 2500445
Official Job Title: Senior Staff Assistant
Job Field: Administrative & Professional (non-Clinical)
Primary Location: US-NY-Stony Brook
Department/Hiring Area: Library Director’s Office
Schedule: Full-time
Shift : Day Shift
Shift Hours: 8:30 am – 5:00 pm
Posting Start Date: Feb 13, 2025
Posting End Date: Mar 15, 2025, 11:59:00 PM
Salary: $62,000 – $80,000
Appointment Type: Term
Salary Grade: SL3
SBU Area: Stony Brook University
