Offer: ADMINISTRATIVE BUSINESS COORDINATOR - FACILITIES SUPPORT SERVICE

ADMINISTRATIVE BUSINESS COORDINATOR - FACILITIES SUPPORT SERVICE

Work Days: Monday - Friday

Shift Start/End Time: 7:30am - 4:30pm

Hours Per Week: 40

Weeks Per Year: 52

Administrative Business Coordinator - Facilities Support Services

Pay Status and Classification: Non-exempt, Regular full-time.

manager: adjunct Director Facilities - Business Manager

Position Purpose: Coordinates critical department tasks within facilities that will assist the department in efficient operations by processing incoming requests; disseminates information and coordinates between multiple departments ensuring success. Establishes and drives processes and workflows for the facilities services department, including financial transactions, procurement of equipment and supplies, and other office and house operations and activities. Pitches-in to help colleagues when it appears needed or is requested.

Essential Responsibilities and tasks:

» Facilities Support: Serves as the main contact for all service requests (i.e. electrical, plumbing, building services, HVAC, etc.) and ensures work orders are properly routed to the work order system. Demonstrates exceptional customer support and manages, trains and instructs student employees on routing inquiries using phone, radio, email and work orders.

» Accounts Payable: Acts as central receiving for department invoicing and purchasing. Reviews invoices for accuracy, manages workflow process and tracks payment status. Manages billing reports for projects, vandalism, health and safety, inventory, fuel distribution and other miscellaneous internal billing for accurate accounting of labor and materials on a monthly basis.

» Accounts Receivables: supervises outstanding accounts receivable and credits owed to the department. Reports passed due to the adjunct Director for review.

» Purchasing: Supervises the 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. Track and follow up with managers/managers for any missing supporting documentation. Regularly reviews purchase order remaining balances. Adjusts balances as needed through the change order process.

» Administrative Support and Tasks: Supports Director and adjunct Directors with scheduling needs and administrative tasks. supervises department calendar and assists with various projects and tasks as designated. Exercises judgment in receiving calls and greeting guests, directing when appropriate to the directors and other offices of the college. Reviews, maintains, and manages student updates to the Facilities website including updating material, adding text/photos and making suggestions for improvements and changes. Maintains files requiring review, approval and signature, with follow-up as appropriate. Assists with the creation of agendas, reports, and presentations.

Qualifications required

»Associates degree in a business-related field with a minimum five years of practice in an office environment and/or a combination of significant education, training, certifications, and work practice. Bachelor's degree preferred.

» capability to appropriately determine emergency from non-emergency work is essential.

» capability to stay focused in a busy environment with many interruptions while producing quality work.

» capability to deliver exceptional customer service within the department, across the College and with external customers.

» practice 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 capability to produce impressive results even when conditions are rapidly changing or unclear.

»Highly proficient in using a range of business office software applications and systems.

»Demonstrated capability to lgain new systems and software quickly.

»The capability 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.
The rate for this job offer is $22.00 - $24.00 per hour. Except for functions with a set rate of pay, the wage/income of the finalist selected for this function will be set located on a variety of factors, including but not limited to departmental budgets, qualifications, practice, 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 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 prosperous 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.
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

» income Continuation Program in the event of Discapability

»Tuition Assistance Program for Employee, Spouse and/or Dependents
Note: All new hires of Union College are subject to a thorough education, work practice, and criminal history background check.

Union College
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 located on race, religion, discapability, 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.

Non-Discrimination Policy
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, discapability, 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.