Business Coordinator, University Senate

Required Qualifications (as evidenced by an attached resume):
Bachelor's degree (foreign equivalent or higher). Three (3) years of full-time directly related administrative or office experience. Budget management experience. Experience working with Microsoft Office and/or Google applications. Experience with CMS content management system and/or website management. Event planning or event coordination experience.

Preferred Qualifications:
Master’s degree (foreign equivalent or higher). Additional years (4+) of full-time directly related administrative or office experience. Experience managing complex information/document workflows (i.e. managing review/distribution of agendas/minutes, collection/summary/archiving of documents). Experience working in an academic and/or non-profit setting. Experience with financial tracking, invoice processing, or expense management systems.

Brief Description of Duties:
The Business Coordinator serves as the operational and administrative lead to the Stony Brook University Senate and oversees high-level administrative, governance, and office functions that support shared governance across the University. The University Senate serves as a central forum for faculty and professional staff participation in institutional decision-making, shaping academic policy and governance that support the University’s mission and strategic priorities. Reporting directly to the University Senate President, this position partners strategically with the Senate Secretary/Treasurer, Executive Committee, Standing Committee Chairs, and elected Senators to ensure the effective execution and alignment of Senate operations and initiatives. Provides administrative support to shared governance groups, as needed. As Senate leadership changes on a regular cycle, the Business Administrator serves as a steward of institutional knowledge and governance processes, ensuring continuity of processes, policies, and governance practices across transitions.
The successful candidate will be a proactive, detail-oriented professional who thrives in a collaborative, fast-paced environment and consistently exercises sound judgment and discretion. This position requires the ability to independently lead and manage executive operations, assess priorities, coordinate complex schedules and meetings, and act with delegated authority on behalf of Senate leadership when appropriate. Must be highly organized, adaptable, and comfortable prioritizing and directing multiple concurrent initiatives while maintaining accuracy and professionalism with minimal supervision.
Responsibilities include oversight and administration of fiscal administration, such as tracking and managing an annual budget, processing expenses, and ensuring accurate financial recordkeeping. The role involves frequent interaction with individuals at all levels of the University and requires demonstrated discretion in handling sensitive and confidential information. Occasional evening and weekend work may be required to support critical Senate and shared governance events. Excellent interpersonal and communication skills, close attention to detail, and a strong commitment to teamwork are essential for success in this position.

• Support and Project Management
  • Serve as the primary operational coordinator and advisor to the Senate President on all matters relating to the Senate, which may include:
  • Support the planning, coordination, and execution of shared governance initiatives, meetings, and events, including on- and off-campus engagements and interactions with internal and external stakeholders, including those with the University President, Provost, and the Executive Vice President of Stony Brook Medicine.
  • Coordinate logistics for events hosted by or attended by the University Senate and shared governance groups, including RSVP management, guest lists, catering, materials preparation, and liaison with University units and external partners.
  • Assist with University Senate meetings and other high-level shared governance or executive meetings.
  • Conduct background research and assemble briefing materials to support executive meetings and decision-making.
  • Prepare, manage, and maintain official governance records and documentation, including agendas, minutes, attendance, rosters, and reports, ensurin