Business Office Associate

Columbia Grammar & Preparatory School•New York, NY

6d•$70,000 - $80,000

About The Position

Columbia Grammar & Preparatory School is seeking a highly organized, detail-oriented, and experienced Business Office Associate to assist with all purchasing activities across our various departments, including but not limited to Academic, Administrative, Facilities, Athletics, and Technology. This is a new position, reporting to the Chief Financial Officer, collaborative, creative, problem solver. Ownership!!! this role provides essential administrative and financial support while serving as the primary administrative link to the Facilities Department.

Requirements

Bachelor's degree
2-3 years of administrative experience in purchasing or procurement preferably in an educational or non-profit setting preferred.
High level of proficiency with Excel or other spreadsheet applications as well as with database management software
Exceptional attention to detail, strong organizational skills, and a high degree of integrity and professional ethics.

Responsibilities

Procurement and Purchasing Management Assist CFO in developing and maintaining an efficient and transparent purchasing process that is consistently applied across all departments.
Coordinate day-to-day procurement activities, including purchase requisitions, purchase orders, and vendor communications.
Obtain quotes, compare pricing, and assist in vendor selection in accordance with school policies.
Track and reconcile purchases, deliveries, and invoices; follow up on discrepancies or damages to goods.
Maintain a centralized system for tracking and managing vendor contracts, renewal dates, and service agreements.
Maintain meticulous, organized records of all purchasing transactions, bids, contracts, and vendor documentation.
Generate regular reports on purchasing activity, spending trends, and cost savings for the Chief Financial Officer and other administrative leadership.
Assist with coordination of student transportation services, including buses, vans, and contracted transportation providers.
Maintain transportation schedules, route information, and driver documentation.
Work with all constituents of the school to consolidate transportation needs to ensure that we are getting the most value and best service.
Track transportation expenses and support billing and reconciliation processes.
Serve as a point of contact for transportation-related inquiries from faculty, staff, and families.
Assist with compliance documentation related to transportation safety and regulations.
Support facilities work orders, project tracking, and communication with vendors and contractors.
Provide administrative support to Facilities Director with duties including but not limited to calendar management, completion of certification forms, etc.
Collaborate with other Business Office team members to support daily operations.
Maintain confidentiality and professionalism when handling sensitive financial and personnel information.
Any additional duties as assigned by the Chief Financial Officer

Benefits

Comprehensive medical, dental & vision plans with a free medical coverage option for employee only coverage
Free vision coverage
Flexible Spending Accounts for Medical, Dependent Care, Parking & Transit
8% Annual Employer Contribution to retirement after one year of full time service
Basic Life Insurance
Enhanced Short Term Disability Coverage
Long Term Disability Coverage
Low cost additional benefits including voluntary life insurance, critical illness coverage and pet insurance
Additional Aflac policies
Free breakfast & lunch when school is in session
Discounted parking
Generous holiday schedule, sick and personal time