Assistant Business Manager - Stony Brook Medicine : Job Details

Required Qualifications (as evidenced by an attached resume):Bachelor's degree (foreign equivalent or higher). Two (2) years of progressively responsible full-time business operations experience. Financial and human resources experience. 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:Two (2) years of Human Resources experience. Reconciliation experience. Prior experience with procurement activities. Experience working in a university setting. Staff supervision. Experience working with SUNY systems for procurement, financials, and enterprise resource planning.Experience with Microsoft Office Suite (Excel and Word), database and calendar software.Brief Description of Duties:The Assistant Business Manager will assist the Business Manager with all business activities for Environmental Health & Safety. This will include all related administrative and operational activities regarding procurement/invoice payment and finance and budget reporting.They will be responsible for all Human Resource activities for the department. The Assistant Business Manager must have excellent communication, interpersonal and organizational 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 skills.

• Budget, Purchasing & Billing Administration & Support:
• Perform routine reconciliation and analysis of departmental account books and financial records.
• Assist in the planning, preparation, and maintenance of the departmental budget.
• Provide information and periodic status reports on budget and accounts receivable to the Business Manager.
• Conduct research into budget issues as assigned and suggest potential solutions for review.
• Responsible for the accurate preparation of information and journals necessary to produce financial and budgeting records for State, University, Hospital, IFR, and Research accounts in accordance with established procedures and as needed by senior management.
• Create, maintain, and reconcile departmental or functional reports related to credit card usage, timesheets, overtime, cell phone usage, association dues or memberships, and other ad-hoc reports as needed.
• Conduct efficient and timely follow-up on past-due items and expired dues/memberships.
• Develop, prepare, and maintain additional internal and/or external accounting reports as necessary.
• Complete final review and analysis of purchase orders to facilitate the procurement of services, supplies, and other equipment required by the department.
• Coordinate with departmental managers and vendors in review of specifications for supplies and services as well as bids and memos to ensure adherence to procedures and policies.
• Compile, record, and complete narratives mandated by the procurement process as specified per guidelines.
• Responsible for coordination with departmental managers as it relates to the verification and reconciliation of legitimate invoices to ensure accurate, on-time payments.
• As per NYS Guidelines, conduct final review and analysis of purchases to be made via State Procurement Card (P-Card).
• Update and track all expense activity on open Purchase Orders and Contracts; advise Business Manager of potential problematic situations.
• Manage departmental memberships and subscriptions.
• Responsible for maintaining accurate and timely records of film badge usage, meter calibrations, hazardous waste disposal costs, and fire alarm service programs provided to various University, Hospital, Research, and off-site facilities.
• Review billing and accounts receivable data for accuracy and recommend improvements to procedures or processes.
• Complete timely and accurate processing of invoices for EH&S services provided and/or reimbursements of costs incurred for the recovery of expenses.
• Oversee the follow-up of collections for EH&S services provided and/or billed.
• Tracking automotive repairs and charges
• Human Resource/Personnel Functions:
• Responsible forthe recruitment, pre-employment activities, and onboarding of staff. Preparation of performance programs and appointment packages.
• Perform all ERP transactions for appointments, reappointments, changes, leaves, and terminations.
• Ensure timesheet submissions, OT recording are accurate and on a timely basis.
• Assist ERM HR Coordinator with the performing of recruitment activities using the Talent Management Systems.
• Coordinate with Departmental onboarding to include coordination for appropriate medical clearances, training, issuance of keys, access to buildings, equipment, computer accounts and access, etc.
• Track and schedule yearly department physicals.
• Administrative Functions:
• Coordinate the use of and access for department databases.
• Assist with the maintenance of filing systems for critical records in the department.
• Assist with the review of all Property Control reports and records for accuracy.
• Ensure timesheet submissions, OT recording, on-call/recall submissions and paycheck distribution is accurate and on a timely basis. Ensure support staff are accurately tracking employee attendance and serve as back-up when needed.
• Maintain departmental calendars.
• 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 $3,400 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.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) ###-#### or visit OEA.In accordance with the Title II Crime Awareness and Security Act a copy of our crime statistics can be viewed here.Visit our WHY WORK HERE page to learn about the total rewards we offer.The starting salary range (or hiring range) to be offered for this position is noted below, it represents SBU's good faith and reasonable estimate of the range of possible compensation at the time of posting.