Assistant Director Of Facilities - Business Manager

This position requires the chosen individual to work closely with the Facilities Services leadership team in liaison with the finance department. This will include accurately reporting budget, forecast, and financial operations of the department and providing operational business task support to the department.

Position Purpose: A member of the Facilities Services leadership team that works closely with the finance department. Manages all financial processes and reporting for Facilities in order to accurately report budget, forecast and financial operations of the department.

Essential Responsibilities and Duties:

• Financial Reporting and Budgeting: Coordinate monthly with the Financial Planning and Analysis Department, providing data regarding Facilities budgets for analysis and forecasting such as utility data, departmental wage and OT tracking. Assist the Director with monthly utility uploads to energy software and prepare reports to aid in energy forecasting for the department. Assist Finance with year-end close; forecast with accruals, final projections working with cost center managers, status of annual and project Purchase Orders. Monitor and collaborate with department managers and supervisors on internal controls, individual/department spend, and processes within Facilities Services (inclusive of conducting meetings to ensure financial transparency on independent budgets). Recommend operational improvements and modifications to enhance efficiencies to the Director of Facilities Services.

• Procurement and Departmental Collaboration: Manage and generate contracts and purchase orders as required for projects and tasks within Facilities Services. Collaborate with Directors, Project Team, and contract employees at the college to ensure alignment with policies. Verify all invoices/receipts and review for accuracy against purchase orders for price quoted when ordered; authorize invoices for payment. Tracks Purchase Orders, contracts (project and maintenance), insurances, and all business relationships within Facilities Services. Utilize project management software (Projecto) for cost tracking on projects and collaborate with department managers to develop to develop reports for distribution. Collaborate and execute purchases within Facilities Services relating to Operational and Capital Purchases. Review department ledgers for accurate postings to all Facilities Services accounts. 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.

• Administrative Reporting and Management: Hires, supervises, and coaches team members (Business Coordinator and Stockroom Manager). Seeks out, applies, and shares knowledge of business functions and acts as a mentor for development of employees. Direct reports include Stockroom Supervisor (oversight includes monthly inventory control, strategizing business decisions, and maintaining inventory that is meaningful to the department's success. Monitor stockroom tracking in/out with accurate reporting in work order system with monthly reconciliation of inventory within Workday), Business Coordinator (oversight of coordinator responsible for driving processes and workflows for the Facilities services department, including financial transactions, procurement of equipment and supplies, and other office and house operations and activities).

• Leadership, Collaboration and Reporting: Provide leadership, guidance, and strategic direction to the Facilities Department, employing best business practices and implementing effective measures to ensure robust support for organizational objectives. Monitor/discuss Purchasing, Budget allocations and Cross-department cost allocations. Increase Financial Understanding and Accountability among Department Leads through consistent reporting and regular conversations. Assist the Director of Facilities & Campus Development, and the VP of Administration and Finance with Trustee Communications, Trustee Reporting, and related Committee meetings. Manage the procurement of all campus vehicles through diligent processing and tracking, collaborate across departments (vehicle maintenance shop) to ensure compliance with insurance, DMV, and other regulations. Support fleet planning, purchasing, and financing decisions in conjunction with the Director of Facilities & Campus Development and the VP of Finance and Administration. Ensure insurance and bond compliance by assisting purchasing with maintaining a log of all contractors working on campus and the insurance status, and by collaborating with finance to manage and track all spending on projects in compliance with active insurance or bond projects.

Qualifications:

• Bachelors of Science Degree in Business Administration/Economics/Finance or equivalent relevant work experience, coupled with 5+ years of progressive experience in managing and analyzing budgets exceeding 15 million, forecasting, operational budgets, and performing routine financial analysis functions (10 years preferred).

• Significant experience in overseeing accounts payable operations, streamlining workflows, and collaborating effectively across various business functions.

Experience in developing and executing procurement and contracting strategies for mid-sized projects (>$1M -

• Financial management experience with Capitol Project and Facilities related work preferred, including experience with project management software (database) such as EnergyCap and Projecto.

• Proficient in Microsoft Office Suite, and Enterprise systems, Google platform, internet and other applications as needed. Exceptional Excel ability a must.

Compensation:

The annual salary range for this position is $95,000-$105,000. Except for roles with a set rate of pay, the wage/salary of the finalist selected for this role will beset 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.

Location: Schenectady, NY

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.

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

Background Checks: In accordance with our background check policy, finalists for hire will undergo a background check that includes education, employment, and criminal convictions.

E-Verify Participation: Union College participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the United States. Learn more about E-Verify and your Right to Work (Derecho a Trabajar).