IACS Business Coordinator

This position will provide expert guidance and fulfillment of procurement policy and procedures, executing procurement activities - ranging from routine inventory/supply tracking/replenishment, to complex major equipment and specialized services, including for our supercomputing center. Key activities: Operational planning and Management consultation: Under minimal supervision, this position will work with campus construction, building maintenance and renovation, and other specialists as needed serving the IACS, as well as coordinate room bookings and oversee the room scheduling calendars. Excellent organizational skills are essential for this position.

• In support of Institute as well as supercomputing center, executes extremely complex and multi-layered large contract equipment and services purchases - including international source procurement, tariff involvement, and timed payments. Also performs all routine sourcing and acquisition for smaller-scale supplies and equipment, and IACS award payments. Identifies compliant vendor(s), ensures vendor account establishment, and prepares, reviews and approves purchase requisitions before final consideration by the Administrative Director and affected IACS member. Ensures prompt fulfillment and payment. Communicates with IACS members on their orders and requests, and collaborates with IACS admin team to anticipate and fulfill needs.
• Monitors expenditures, and tracks financial accounts and records including financial analysis and making recommendations to management. Performs internal general ledger activities and financial reporting, including monthly (or, as needed) and year end journal entries. Drafts transfers and invoicing to include tracking all startups and allowances, and special project funding. Drafts related correspondence for Administrative Director and other IACS Leaders’ signature.
• Monitors all physical space and equipment, ensuring proper functioning, and addresses all issues including securing appropriate vendors for repairs, renovations and upkeep. Also working with Property Control to ensure inventory is properly tracked and decommissioned. Coordinates room bookings and oversees the room scheduling calendars. Assists with event-related logistics as needed.
• Collaborates with IACS staff and faculty to interview, select, train and make recommendations concerning the evaluation, promotion, and termination of student assistant support staff. Supervises student assistants on direct assignment.

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.

Bachelor’s degree ( foreign equivalent or higher degree) Three (3) years of full time administrative experience in an academic/Higher Education and/or research setting. Experience with budgeting and account reconciliation. Experience with procurement of supplies. Experience with managing office facilities, including renovation and repairs for office or infrastructure needs. Proficiency with Microsoft Office and/or Google Workspace applications, including document preparation and basic data tracking., Masters degree in business, accounting, management, operations, or higher education, or related field. Experienced user of SBU systems: Procurement (WolfMart, Avid, Concur, TDX or any other). Experienced user of SBU Budgeting and/or bookkeeping systems (CBM, Oracle-based systems including PeopleSoft, RF Report Center). Experience working with highly regulated state- and federally- funded equipment, supplies and contract acquisition. Experience assisting and collaborating with students and/or faculty in a Higher Ed environment. Experience with procurement of major equipment.

In addition to the employee’s base salary, this position is eligible for $4000 UUP annual location pay, paid biweekly.