ASSISTANT TO THE COORDINATOR OF BUDGET & ADMINISTRATIVE SERVICES  EOC-NTP-1626

Hudson Valley Community College • City of Troy, NY

4d • $48,000 - $48,000

About The Position

The Assistant to the Coordinator of Budget & Administrative Services provides administrative and operational support to ensure the efficient functioning of the Business Services Department. The position reports directly to the Coordinator of Budget & Administrative Services and assists with financial, operational, and clerical tasks as outlined below.

Requirements

• Associate’s degree or higher from an accredited college or university
• At least three (2) years of experience in an administrative or support role
• Proficient in Microsoft Word and Excel
• Strong organizational, communication, and interpersonal skills.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• 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

Nice To Haves

• Non-profit experience a plus

Responsibilities

• Assist with tracking departmental expenses and reconciling financial records.
• Prepare and process purchase orders, invoices, and payment requests.
• Help organize and maintain budget files and related documentation.
• Provide clerical support for audits and budget preparation activities.
• Maintain vendor files, contracts, and related records.
• Help track office equipment, supplies, and service requests.
• Coordinate minor facility or equipment needs and communicate with vendors as directed.
• Assist with ordering supplies and maintaining inventory records.
• Assist staff with submitting and processing requests such as travel authorizations, work orders, vehicle reservations, and room reservations, ensuring proper routing and approval.
• Manage events and operations calendar.
• Inspect and count incoming purchases to confirm quantities match delivery documentation, and provide acknowledgment of receipt for recordkeeping
• Prepare and format basic financial and operational reports as requested.
• Maintain organized electronic and paper filing systems.
• Record and distribute meeting minutes when needed.
• Schedule meetings, manage calendars, and coordinate meeting logistics.
• Greet visitors and assist with front desk coverage as needed.
• Serve as a point of contact for administrative inquiries and route information appropriately.
• Assist with preparing forms, correspondence, and departmental materials.
• Provide general support for the Coordinator and department staff.
• Foster positive communication with internal and external contacts.
• Collaborate with EOC staff to support smooth daily operations.
• Assist at the South Campus as needed.
• Perform other duties as assigned, including occasional evening or weekend support.

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