Campus Life Centers Billing Administration Specialist

Who We Are
We, the Division of Student Affairs, are a student-focused organization that aims to empower student success and support personal development. We act daily to create, enhance, and sustain a culture of respect and inclusion in the workplace, focusing on equity and justice in its many forms, including racial, social, and environmental justice. We intentionally and relentlessly pursue excellence through introspection, vulnerability, empathy, compassion, learning, and courage. We value our internal and external partnerships as vital drivers of the ambitious goals we pursue. We celebrate and take pride in the following\: 

• Named one of the “Most Promising Places to Work in Student Affairs” by Diverse Magazine.
• Serving a highly diverse student body (click here for more information).
• Leading the way as the #1 ranked institution in the AAU and #3 of all colleges and universities nationally in fostering our students' social mobility.
• Awarded multiple distinctions including philanthropic awards and research grants in experiential learning and career development, voter engagement, student engagement, health and wellness practices, and quality of residential life.

Click here for more about Student Affairs.

Required Qualifications (as evidenced by an attached resume):
Bachelor’s degree (foreign equivalent or higher). Three (3) years of progressively responsible full-time administrative experience. Experience with financial planning, budget management and/or reconciliation. Experience supervising staff (student experience will be considered). Experience with Microsoft Office Suite and/or Google Workspace.

Preferred Qualifications:
Master's degree (foreign equivalent or higher). Experience working with students on campus events. Experience with inventory management. Experience with facilities inspections. Experience working in a University setting with a diverse population. Experience with 25Live or other scheduling software systems (e.g. CVENT, EventBrite, Social Tables, Collaborate, etc), including data entry and generating reports.

Brief Description of Duties:
Reporting to the Assistant Director for Event Services, the Campus Life Centers Billing Administration Specialist provides financial and operational leadership for venues within established departmental policies and procedures. The Campus Life Centers Billing Administration Specialist leads accounts payable/receivable, drives business development, and promotes facilities to maximize revenue recovery and utilization. Additionally, they supervise student staff, cultivate a customer-first service culture, maintain an accurate reservations system, and lead continuous assessment initiatives to evaluate service quality and user satisfaction. The ideal candidate blends exceptional customer service, meticulous detail, and strong budget management skills with the ability to manage growing operational budgets with the integrity, independent drive, and collaborative communication needed to serve as an ambassador for the Campus Life Centers.

Budget, Purchasing and Account Management

• Facilitate billing operations, including timely invoice generation, distribution, and systematic tracking of incoming payments. Maintain real-time billing logs to accurately reflect payment statuses, outstanding balances, and overdue accounts, proactively following up on outstanding invoices to ensure full revenue recovery. Research and implement efficient billing solutions. Create comprehensive financial reports on budget utilization and spending trends across Campus Life Centers accounts. Assist in tracking all purchases and budget transfers; perform monthly audits and budget-to-actual reconciliations in university systems (e.g., SUNY BI) to ensure expenditure targets are met. Manage all purchase orders. Maintain working knowledge of and ensuring compliance with State procurement processes, regulations, and approval thresholds. Collaborate with the Assistant Director of Events and Operations on the biannual rate review process to evaluate and optimize pricing strategies.

Customer Service & Technology

• As the department's technology specialist, research and recommend technology strategies to enhance operational effectiveness and efficiency. Coordinate policy-compliant facility reservation workflows for campus departments, student organizations, external conferences, vendors, and special events while serving as an advanced 25Live scheduling administrator for database maintenance, invoicing, and approvals. Deliver high-touch, solution-oriented customer service across all channels by maintaining quick response times and tactfully de-escalating concerns. Maintain Campus Life Centers website content so public information, rates, policies, and booking guidelines remain current and user-friendly. Author software training manuals and train internal staff and external users on reservation tools.

Staff Supervision

• Recruit, supervise, and schedule student assistants and interns. Design and deliver unit-wide training programs covering customer service standards, software usage, and operational policies. Conduct routine individual and team supervisory meetings to ensure continuous coverage, quality control and a customer-centric philosophy. Ensure appropriate front desk coverage at all times. 

Business Development and Marketing

• Proactively identify and execute business development opportunities in collaboration with department leadership to increase facility bookings, space usage, and non-tuition revenue streams. Partner with department leadership to develop promotional and marketing strategies highlighting venue offerings, specialized equipment rentals, and event packages to internal and external clients. Build and sustain strategic relationships with campus partners, community organizations, and external event planners to expand the unit’s clientele and secure repeat bookings. 

Assessment, Data Analytics and Project Management

• Distribute and analyze customer satisfaction surveys and feedback mechanisms to measure user experience, staff performance, and facility quality. Generate daily, weekly, and annual reports on facility utilization, reservation volume, revenue generation, and demographic engagement. Support department leadership in ongoing data analysis and program assessment to support strategic planning, process improvements, and executive decision-making. Serve as the operational liaison with external service vendors; coordinate equipment and service rentals, delivery schedules, and purchase orders for contracted projects.

Professional Development and Committee Involvement

• Participates in opportunities that promote their learning, growth, and development (i.e., classes, training, committees, webinars). Contributes to the Division of Student Affairs and Stony Brook University by attending and/or supporting events, activities, and programs sponsored by areas within and outside of your department/unit (i.e., campus-wide traditions, events, programs).

• Other duties or projects as assigned as appropriate to rank and departmental mission.
• Hours outside the typical schedule will be required at times.

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.

Salary\: $67,000 + $4,150 Location Pay = $71,150 Total Compensation
In addition to the employee's base salary, this position is eligible for $4,150 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.

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 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.

Stony Brook University is dedicated to providing equal employment opportunities to all applicants, including individuals with disabilities. If you require a reasonable accommodation to participate in the application, interview, or hiring process, please request one by contacting [email protected]. We will consider accommodation requests in compliance with applicable laws. This process is independent and does not require any voluntary self-identification of disability status. Please include the position title and position number (if known) in your message.

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.
#LI-ES1