Assistant To The Business Services Manager Eoc-Ntp-8322

Hudson Valley Community College • Troy, NY

2d • $48,000

About The Position

Since 1966, the Capital District Educational Opportunity Center (EOC), a division of Hudson Valley Community College and part of the State University of New York, has offered tuition-free academic and workforce development opportunities to disadvantaged and educationally under-prepared individuals. CDEOC’s Mission: The Hudson Valley Community College Capital District Educational Opportunity Center (EOC) is an educational enterprise that serves eligible adult learners. The EOC delivers comprehensive, community-based academic and workforce development programs and provides support services leading to enhanced employment opportunities, access to further education, personal growth and development. CDEOC’s Vision: The Hudson Valley Community College Capital District Educational Opportunity Center (EOC) is to be recognized as a leader in New York State for: educational excellence, the ability to Optimize opportunity, and for Caring commitment to the students and community it represents. CDEOC’s Core Values: S – Service – to deliver quality, committed and caring assistance T – Teamwork – to work diligently, persistently, and cooperatively R – Respect – to treat everyone with dignity I – Initiative – to provide a warm, welcoming, and diverse community V – Versatile – to be flexible and adaptable E – Empower – to promote personal growth and confidence S – Success – to inspire and encourage achievement In order to be considered an applicant for this position you must meet the minimum qualifications as stated in this announcement. HVCC does not support Visas. Applicants must currently hold an unrestricted employment authorization to work in the United States and appointment will be contingent upon completion of a background check. The Assistant to the Business Services Manager provides comprehensive administrative, fiscal, and operational support to ensure the effective functioning of Business Services and overall center operations. The Assistant to the Business Services Manager reports to the Business Services Manager and/or their designee and performs the following responsibilities:

Requirements

• Associate’s degree or higher
• At least three (3) years of experience in an administrative or support role
• Proficiency in Microsoft Word and Excel
• Proficiency in writing, mathematical and analytical skills

Nice To Haves

• Experience in accounting, accounts payable, accounts receivable and purchasing.
• Strong organizational, communication, and interpersonal skills.
• Attention to detail and high level of accuracy in work.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Must be flexible and willing to work occasional evenings or weekends when required
• Team-oriented with the ability to work independently
• Excellent verbal and written communication skills
• Experience working with multicultural and low-income populations
• Non-profit experience a plus

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.

Benefits

• Hudson Valley offers a full benefit package including Health Insurance, Dental and Eye Insurance, Retirement, employee and employee’s spouse and children free tuition waivers.
• HVCC also has a generous leave policy.
• If you’re employed by a government or not-for-profit organization, you might be eligible for the PSLF Program.
• The PSLF Program forgives the remaining balance on your Direct Loans

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree
• Number of Employees: 1,001-5,000 employees