Business Assistant

Required Qualifications (as evidenced by an attached resume):
Bachelor's degree (foreign equivalent or higher). Two (2) years of full-time experience performing routine office work with bookkeeping responsibility. Proficient in word processing, spreadsheet management, electronic messaging and internet applications (Microsoft Word, Excel, PowerPoint, Google Apps, etc.).

Preferred Qualifications:
Bachelor's degree (foreign equivalent or higher) in a business related field. Additional years of full-time experience performing routine office work with bookkeeping responsibility. Budget management experience.

Brief Description of Duties:
This position provides professional administrative, financial, and executive support to the Small Business Development Center (SBDC). The incumbent serves as a primary point of contact for staff and external stakeholders, supporting daily operations, financial management, compliance activities, and executive-level coordination in support of SBDC programs and services.

The role is responsible for maintaining financial records across multiple funding sources, supporting budget preparation and reporting, and ensuring compliance with institutional and sponsor requirements. The position also provides high-level administrative support to the Director and assists with human resources processes, records management, and office coordination.

• Financial Administration & Reporting:
  • Maintain, reconcile, and monitor detailed records of office expenditures across multiple funding sources, including the SBDC, Research Foundation, New York State, and special project budgets. Perform expense tracking, forecasting, and monthly reconciliations to ensure accuracy, compliance, and alignment with approved budgets.
  • Assist with allocation of expenditures across funding sources, including the Small Business Development Center, Stony Brook University, and the U.S. Small Business Administration, ensuring proper cost distribution and adherence to funding requirements.
  • Under the supervision of the Director, support preparation of quarterly cost-share reports, annual budgets, and financial analyses. Monitor variances and assist in identifying expenditure trends to support budget planning and reporting.
  • Process and review financial transactions, including invoices, purchase orders, requisitions, registration fees, and travel reimbursements. Ensure accuracy, compliance with institutional policies, and adherence to funding guidelines.
• Compliance & Personnel Administration:
  • Assist with processing Research Foundation (RF) payroll-related forms, including labor distribution changes and appointment extensions. Support compliance tracking for Conflict of Interest and Disclosure Statements and Certification of Effort reporting for SBDC and Stony Brook University personnel.
  • Recruit, process, and onboard student interns using Handshake and SOLAR systems, ensuring compliance with institutional hiring procedures.
  • Support preparation of Performance Program and Evaluation documentation for New York State and Research Foundation staff under the direction of the Director.
• Administrative Support:
  • Serve as scheduling liaison for the SBDC Director, coordinating meetings with internal and external stakeholders, including university leadership, elected officials, and county representatives.
  • Act as departmental liaison to Stony Brook University offices and administrative units to support communication and operational coordination.
  • Draft, proofread, and manage correspondence on behalf of the Director, including drafting of semi-annual reports, letters of recommendation, email communications, inquiries, and department-wide messaging.
  • Maintain records retention for the Director's office, including financial documentation, HR records, grant and initiative materials, client surveys, inventory and property records, and program-related publications.
  • As needed, the Business Assistant will also assist the Intake Coordinator in providing support services for booking appointments for clients and ensuring clients complete necessary online registrations prior to appointment.
  • Assists in maintaining SBDC and Advisor calendars.

Other duties or projects as assigned as appropriate to rank and departmental mission.