Work Days: Monday - Friday
Shift Start/End Time: 7:30am - 4:30pm
Hours Per Week: 40
Weeks Per Year: 52
Business Operations Coordinator - Facilities Support Services
Pay Status and Classification: Non-exempt. Regular full-time.
Supervisor: Assistant Director Facilities - Business Manager
Position Purpose: Coordinates critical department tasks within Facilities that will assist the department in efficient operations by controlling expenses, stream-lining the procurement and accounts payable workflow. Works with the assistant director to establish and drive processes and methods for all Facilities Services trades. Collaborates with the Assistant Director to identify areas of improvement.
Essential Responsibilities and Duties:
- Facilities Support: Monitors the departmental budgets against actual expenses and continual analysis to maintain budget goals. Coordinates regular meetings with managers and directors to understand current obstacles. Designs and implements a plan of action for each. Identifies inefficiencies and researches innovative ways to improve the business through technology and resources. Oversees daily budgets and expenses bringing variances to the Assistant Director’s attention. Understands market trends applicable to Facilities Services. Assists with contract administration.
- Accounts Payable and Accounts Receivables: Evaluates invoices for accuracy and contract compliance, manages workflow process and tracks payment status. Administers billing reports for capital projects and bond issuance documentation. Facilitates vandalism, health and safety, inventory, fuel distribution and other miscellaneous internal billing for accurate accounting of labor and materials on a monthly basis. Oversees credits owed to the department. Reports issues to the assistant director for review.
- Purchasing: Supervises the electronic workflow process for the creation of purchase orders and procurement of materials, equipment and supplies and is responsible for accurate supporting documentation prior to creation process. Tracks and follows up with managers/supervisors for missing supporting documentation. Regularly reviews purchase order remaining balances and adjusts balances as needed through the change order process. Manages purchase order current status to insure accurate encumbrances.
- Administrative Support and Tasks: Supports Director and Assistant Directors with projects. Oversees department accuracies and assists with various projects and tasks as designated. Reviews applications, hires, and manages student assignments such as daily communication and the department web page.
- Associates degree in a business-related field with a minimum five years of experience focused on finance in an office environment or a combination of relevant education, training, certifications, and work experience. Bachelor's degree preferred.
- Ability to appropriately determine emergency from non-emergency work is essential.
- Ability to stay focused in a busy environment with many interruptions while producing quality work.
- Ability to deliver exceptional customer service within the department, across the College and with external customers.
- Experience and skill providing outstanding support in a thriving business or non-profit organization with a track record of contributing to and mentoring a high performing administrative support team, as well as the ability to produce impressive results even when conditions are rapidly changing or unclear.
- Highly proficient in using a range of business office software applications and enterprise systems.
- Demonstrated ability to learn new systems and software quickly.
- The ability to foster and enhance a thriving, culturally diverse, and inclusive learning community, while promoting a sense of belonging among students, alumni, faculty, and staff colleagues.
We know some job seekers may not apply for career opportunities unless they meet every qualification in the position description including the preferred qualifications. We are most interested in hiring the best staff and faculty colleagues, and recognize that a successful candidate may come from a less traditional career path. We encourage you to apply, even if you don’t believe you meet every one of our preferred qualifications.
Note: All new hires of Union College are subject to a thorough education, work experience, and criminal history background check.
The rate for this position is $28.00 per hour. Except for roles with a set rate of pay, the wage/salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The stated hiring rate/range represents the College’s good faith and reasonable estimate of the rate/range of possible compensation at the time of posting.
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
If you require an accommodation throughout the interview process, please don't hesitate to contact our Human Resources department at email@example.com or 518-388-6108. We are committed to ensuring that all candidates have equal access to opportunities and can participate in a fair and inclusive hiring process.
Diversity at Union College
Union College is an equal-opportunity employer and is 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 who 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 and 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.
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.