The Assistant Director of Facilities, Business Manager is a member of the Facilities Services leadership team that works closely with the finance department. Additionally, the Assistant Director manages all financial processes and reporting for Facilities in order to accurately report budget, forecast and financial operations of the department.
- Bachelors of Sciences Degree in Business Administration/Economics/Finance or relevant work experience.
- 5+ years progressive experience in management and analysis of budgets exceeding 15MM, forecasting, operational budgets, and performing routine financial analyst functions. 10 years’ experience preferred.
- Experience with accounts payable and business functions.
- Procurement and Contracting experience with $1m-$5m projects.
- Proficient in Microsoft Office Suite, and Enterprise systems, Google platform, internet and other applications as needed.
- Financial management experience with Capital Project and Facilities related work preferred including experience with project management software such as EnergyCap and Projecto.
Procurement and Departmental Distributions
- Utilize project management software (Projecto) for cost tracking on projects and collaborate with department managers to develop reports for distribution.
- Verify and execute all invoices and review for accuracy against purchase orders and p-card for price quoted when ordered; authorize invoices for payment.
- Tracks Purchase Orders, contracts (project and maintenance), insurances, and all business relationships within Facilities Services.
- Manage and generate blanket and contract Purchase Orders while ensuring insurance requirements are met.
- Collaborate and execute purchases within Facilities Services relating to Operational and Capital Purchases.
- Manage and generate contracts as required for projects and tasks within Facilities Services. Collaborate with Directors, Project Team, and contracts employee at the college to ensure alignment with policies.
- Review transaction details for accurate postings to all Facilities Services account.
- Modify POs based on change orders; confirm via detail report; track, close out and reconcile with billings.
- Prepare and track departmental billings for projects, utility usage, etc.; work with energy platform (EnergyCAP) to bill utility usage to various accounts on campus.
- Work with Residence Life to track vandalism costs for student billing.
Financial Management and Budget
- Coordinate monthly with the Financial Planning and Analysis Department, providing data regarding Facilities budgets for analysis and forecasting such as utility data, departmental wage & over time tracking.
- Assist the Director with monthly utility uploads to energy software and preparing reports to aid in energy forecasting for the department.
- Assist Finance with year-end close; forecast with accruals, final projections working with departments and Purchase Order status.
- Monitor and collaborate with department managers and supervisors on internal controls, individual/department spend, and processes. within Facilities Services. This includes conducting meetings to ensure financial transparency on independent budgets.
- Recommend operational improvements and modifications to enhance efficiencies to the Director of Facilities Services.
Monthly Inventory Control
- Monitor stockroom tracking in/out of stockroom with accurate reporting in work order system.
- Monthly reconciliation of inventory with one solution.
College Property Management:
- Liaison for Union employees regarding lease renewals, conditions & property maintenance.
- Conduct Trustee reporting.
- Assist the Director of Facilities & Campus Development and the VP of Administration & Finance with Trustee Communications, Trustee Reporting, and related Committee meetings.
Vehicle Asset Management
- Process and document all maintenance requirements for vehicles for the campus.
- Collaborate with all departments to ensure insurance, DMV and other compliance issues for each vehicle.
- Assist the Director of Facilities & Campus Development and the VP of Finance & Administration in fleet planning, purchasing and financing decisions.
Collaboration with Various Departments Leads
- Monitor/discuss Purchasing, Budget allocations and Cross-department cost allocations
- Increase Financial Understanding and Accountability among Department Leads through consistent reporting and regular conversations.
Insurance and Bond Compliance
- Maintain a log of all contractors working on campus and the insurance status.
- Work with finance to maintain a matrix indicating spending status with a routine audit of limits and requirements.
We offer exceptional benefits including:
- Generous Vacation, Sick and Personal Time
- Winter Recess Break in Addition to Paid Holidays
- Healthcare, Dental, and Vision Insurance (Flexible Spending and Dependent Care Accounts)
- Free On-Campus Fitness Facility Access and Discounts for On-Campus Wellness Programs
- Employee Scholarships toward Certifications, Seminars, Training and Professional Development
- Pre and Post Tax participation in a 403(b) Retirement Plan
- Salary Continuation Program in the event of Disability
- Tuition Assistance Program for Employee, Spouse and/or Dependents
Note: All new hires of Union College are subject to a thorough education, work experience, and criminal history background check.
Officially chartered in 1795, Union College is the fifth oldest liberal arts college in the country. Located in the Capital District of New York State, Union is a highly selective residential and undergraduate college, home to 2,200 students and 220 faculty, and offering 44 majors. Union was the first liberal arts college to rethink the traditional liberal arts education and adopt an engineering curriculum. That pioneering approach continues today with an education that encourages students to work beyond the limits of disciplinary boundaries, allowing them to think globally and lead innovatively in a world where problem solving requires breadth across humanities, arts, social sciences, science, and engineering.
Diversity at Union College
Union College is an equal opportunity employer and strongly committed to student and workforce diversity. Increasing diversity on campus is a critical priority for Union, one that is integral to our mission of preparing students for a globally interconnected world. Union provides a blend of intellectual, social and cultural opportunities to facilitate the integrated academic, social and personal development of a diverse community. We value and are committed to a host of diverse populations and cultures including, but not limited to, those based on race, religion, disability, ethnicity, sexual orientation, gender, gender identity, national origin and veteran status. Union College is committed to providing access and will provide reasonable accommodation in its application process to individuals with disabilities that request such accommodations.
Union College will not discriminate in the recruitment or selection of faculty and employees, or in any other area of employment, on the basis of age, sex, race, national origin, religion, religious belief, disability, sexual orientation, gender identity or expression and veteran status. In this regard, opportunities for advancement will be made available without bias. The College is also subject to state and federal laws, supports efforts to attract and retain fully qualified women and other minority group members for faculty and other positions. Union College will comply with the letter and intent of all State and Federal laws and applicable orders pursuant to Equal Employment Opportunity and Affirmative Action.