Job Description
Department:
Facilities Business and Administrative Services
Pay Rate Type:
Salary
Employee Type:
Job Summary:
The Facilities Business Operations Specialist provides
professional-level financial, analytical, and operational support
for Facilities Services. Reporting to the Director of Facilities
Finance and Administration, and a direct reporting line to the
Associate Vice President for Operations, the Specialist
independently administers assigned business processes related to
financial operations, purchasing, contracts, fleet administration,
assets and inventory, and operational reporting.
The Specialist analyzes financial and operational information,
investigates and resolves discrepancies, interprets and applies
College policies and procedures to Facilities operations, and
recommends improvements to business practices and processes.
Working across Facilities, Finance, and other College departments,
the position exercises independent judgment in resolving moderately
complex financial and operational matters and serves as a resource
to Facilities staff regarding business processes and
requirements.
The hiring range for this position is $50,000 - $63,000.
Essential Functions
To be successful in this position, an individual should be able to
perform the essential duties and bring the education, experience,
knowledge, skills, and abilities that support the role. This list
of duties is intended to be representative rather than exhaustive,
and additional responsibilities may be assigned as needed.
Financial Operations and Analysis
- Administer assigned Facilities financial processes, including
accounts payable, accounts receivable, purchasing, journal entries,
cash receipts, P-Card activity, and related accounting functions,
ensuring transactions are appropriately documented, coded, and
processed in accordance with College requirements.
Analyze financial activity, reconcile accounts to the General
Ledger, investigate discrepancies and unusual transactions, and
independently resolve routine and moderately complex issues or
recommend appropriate corrective action.
Monitor financial and operational data for accuracy,
completeness, trends, and variances and prepare reports and
analyses to support Facilities financial planning and decision
making.
Interpret and apply College financial policies and procedures
to Facilities business activities and provide guidance to
Facilities staff regarding purchasing, accounting, documentation,
and other financial requirements.
Partner with the Director of Facilities Finance &
Administration to identify financial risks, trends, or operational
concerns and recommend solutions or process improvements.
Acts as the operational bridge between maintenance trade crews,
academic departments, and central finance by translating complex
accounting guidelines and Workday procedures into clear, actionable
workflows for non-financial personnel through collaborative,
diplomatic communication.
Business, Contract, and Fleet Operations
- Independently coordinate assigned Facilities business
processes, including purchase orders, payment requests, P-Card
transactions, maintenance contracts, assets, inventory, and annual
operational activities.
- Administer fleet tracking and compliance processes, including
monitoring vehicle safety requirements, preventative maintenance
schedules, records, and audit readiness; evaluate issues and
recommend appropriate corrective action when needed.
- Review contract and vendor documentation, investigate invoice
and line-item discrepancies, coordinate resolution with contractors
and internal stakeholders, and escalate significant contractual or
financial concerns as appropriate.
- Beyond processing contracts and invoices, resolving line-item
disputes and holding external contractors accountable to contract
deliverables requires assertive yet constructive
communication.
- Serve as a liaison among Facilities trade staff, vendors,
academic and administrative departments, and central Finance,
interpreting business requirements and determining appropriate
approaches for resolving operational and financial issues.
- Evaluate existing administrative and operational practices,
identify opportunities for greater efficiency, accuracy, or
compliance, and recommend and implement approved process
improvements within assigned areas of responsibility.
Systems, Reporting, and Operational Support
- Utilize Workday, TMA, Excel, and other College systems to
analyze, maintain, and report financial and operational
information.
- Develop and maintain reports, spreadsheets, documentation, and
business records that support Facilities operations, financial
oversight, audit readiness, and management decision making.
- Respond to financial and operational questions from Facilities
staff and campus partners, researching issues and determining
appropriate solutions within established areas of
responsibility.
- Exercise judgment in prioritizing and responding to changing
operational needs, including emergency repairs, weather related
events, major campus activities, and other situations affecting
Facilities business operations.
- Maintain effective, service oriented relationships with
faculty, staff, students, contractors, vendors, and College
partners while balancing customer needs with financial,
contractual, and institutional requirements.
Position Qualifications
Minimum Education and Experience
- Bachelor’s degree (in business or accounting preferred) or a
related field, or an equivalent combination of education and
progressively responsible professional experience.
- Three or more years of progressively responsible experience in
financial operations, accounting, business operations, facilities
administration, or a related field.
- Competence with word processing, analytical, presentation and
database software required
- Ability to learn new financial management, information and
facilities software systems required.
- Proven ability to work cooperatively, solve problems, make
decisions, and effectively manage financial resources
- Demonstrated commitment to continuous quality improvement and
the use of sustainability practices
- Ability to make a positive impact through work as a member of a
team and diverse community
- Familiarity with Workday preferred
- Valid driver’s license required and must meet the College’s
Fleet Safety Policy requirements
KEY RELATIONSHIPS:
Reporting to the director, facilities finance and administration,
this position interacts with department administrators,
supervisors, and employees; faculty, staff, and students; and a
variety of outside customers, vendors, and visitors.
Physical/Mental Demands
The physical demands and work environment characteristics described
herein are representative of those that must be met by an employee
to successfully perform essential functions of this position and/or
may be encountered while performing essential functions. Reasonable
accommodations may be made to enable individuals with disabilities
to perform the essential functions.
- To perform this role effectively, an employee is expected to
handle employee information, documents, and sensitive matters with
care, professionalism, and respect for privacy.
- Facilities operates as an internal service provider. The role
requires empathy, responsiveness, and service-oriented
communication when managing inquiries or disruptions from faculty,
students, and staff
- This position involves working with a variety of timelines,
including some that require quick turnaround and responsiveness to
urgent needs.
- In this role, the employee will interact with members of the
public and others in a variety of situations and conversations.
Presenting oneself in a professional, respectful, and thoughtful
manner at all times is an important part of the role.
- This position includes regular movement throughout office
spaces, hallways, meeting rooms, and other campus locations.
- Daily work will involve extended use of a computer, including
keyboard and mouse
- Physical requirements differ by position. In general, most
roles involve lifting up to 10 pounds regularly, with some
positions requiring occasional lifting of up to 35 pounds.
- Vision requirements for this position include the ability to
see clearly at close and far distances and to adjust focus as
needed.
- The work environment is dynamic and engaging, often involving
multiple tasks and projects that require shifting focus and strong
organizational skills..
- The noise level is generally moderate; however, there may be
occasional moments of louder sounds depending on campus
activity.
- Campus operations experience sudden shifts due to weather
events, emergency repairs, or high-profile campus functions. The
ability to pivot quickly and maintain composure under changing
priorities is critical
Colby College supports the Americans with Disabilities Act and is
committed to providing reasonable accommodations to enable
individuals with disabilities to perform the essential functions of
the position.
To Apply:
Interested candidates should apply electronically by clicking the
“Apply Now” button on the Colby College website. Please upload a
cover letter and resume to your application.
