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Hudson Valley Community College · 1 week ago

ASSISTANT TO THE BUSINESS SERVICES MANAGER EOC-NTP-8322

Troy, NY

Full-time

Onsite

Mid Level

$48K/yr - $48K/yr

3+ years exp

Hudson Valley Community College is an educational institution that provides tuition-free academic and workforce development opportunities to disadvantaged individuals. The Assistant to the Business Services Manager will provide comprehensive administrative, fiscal, and operational support to ensure effective functioning of Business Services and overall center operations.

AlumniEducationHigher EducationTraining

No H1B

Responsibilities

Assist the Business Services Manager with daily fiscal operations and long-term financial planning

Support purchasing/procurement, accounts payable, accounts receivable, budget tracking, reporting, and audit preparation

Obtain quotes from vendors as needed, ensuring compliance with procurement guidelines

Prepare and process purchase orders, invoices, payment requests, and related documentation

Verify incoming purchases, ensuring quantities, accuracy, and condition match delivery documentation, record receipt appropriately

Maintain accurate departmental records, compile reports, and prepare statistical data as needed

Keep the finance team informed of relevant departmental activities and updates

Review relevant EOC databases weekly and assist with preparing departmental activity reports

Create, maintain, and update spreadsheets to track projects, budgets, inventory, and operational functions

Organize and maintain orderly electronic filing systems

Track office equipment, supplies, and service requests; support ordering and inventory management

Maintain custody and oversight of departmental office equipment

Assist with reviewing and confirming all items purchased on behalf of the EOC department for accuracy and condition

Coordinate minor facility or equipment needs and communicate with vendors as directed

Assist with coordinating vendors for facility renovations, upgrades, and special projects

Support staff with processing requests such as travel authorizations, work orders, vehicle reservations, and room reservations, ensuring proper routing and approvals

Provide front desk coverage as needed

Assist with training new staff on departmental procedures and processes

Recommend improvements to enhance departmental operations and workflow efficiency

Provide general administrative support to the Business Services Manager and department staff

Record meeting minutes when needed

Collaborate with EOC staff and other center offices to promote smooth daily operations

Assist the director’s office or other departments with tasks outside of budget and finance functions, as assigned

Provide support at the South Campus as needed

Maintain positive and professional communication with staff, students, vendors, partners, and other stakeholders

Respond promptly and professionally to internal and external oral and written communications

Attend internal and external meetings related to departmental or center functions, as assigned

Support occasional evening or weekend activities as required

Perform other related duties as assigned to support departmental and center-wide operations

Qualification

Microsoft WordMicrosoft ExcelAccountingAnalytical skillsOrganizational skillsMulticultural experienceNon-profit experienceCommunication skillsInterpersonal skillsAttention to detailTeam-orientedConfidentiality