Facilities Business Operations Specialist

Job description

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.