Business Office Assistant for ITS
Binghamton University
Binghamton, NY
Full-time
Administration / Clerical
Posted on April 10, 2024
About Binghamton University:
Binghamton University is a premier public R1 research institution in the State University of New York (SUNY) system that unites more than 130 broadly interdisciplinary educational programs with some of the most vibrant research in the nation. Our unique character - shaped by our mission, outstanding academics, facilities, and community life - promotes extraordinary student success, research, and service; Binghamton University is where our students, faculty and staff thrive.
Working at Binghamton University is more than about having a great job - it is about having the opportunity to flourish in an exciting, engaging environment. Our faculty and staff appreciate Binghamton's collegial and inclusive culture and its commitment to excellence, education, innovation and civic engagement. Our diverse campus community contributes to our success.
Binghamton merges rigorous academics, distinguished faculty, exceptional staff, and ultramodern facilities to engage and challenge its 18,000+ students. The high-achieving Binghamton student body also represents a great diversity of life experiences, from first- generation college-goers to international students. Beyond their talent, these classmates share a desire to shape the future through technology, insight, intellectual exploration, and community service.
We are an affirmative action/equal opportunity employer, and in keeping with this commitment, we welcome all to apply, including veterans and persons with disabilities.
Job Description:
Budget Title: Senior Staff Assistant (SL-3)
Salary: Commensurate with experience
Reporting to the Assistant Director of ITS Administration, job duties include:
Financial Administration - Operations & Infrastructure Business Office
Procurement Coordination:
- Work closely with O&I staff to fulfill procurement needs.
- Collaborate with vendors and the purchasing office to ensure accurate processing.
- Keep track of shipments, ensure timely deliveries, and resolve any discrepancies with receiving.
- Verify invoices against shipments, ensuring accurate and timely payments to the Accounts Payable department.
- Assist in procurement bids to secure competitive pricing for goods and services.
- Assist in evaluating vendor proposals to ensure compliance with procurement regulations.
- Coordinate contract negotiations with University Counsel, external vendors, and O&I staff.
- Maintain a centralized contract repository, track renewal dates, and update stakeholders and vendors as needed.
- Process weekly and monthly revenue checks in collaboration with Student Accounts.
- Reconcile revenue checks against appropriate accounts, addressing discrepancies and providing necessary documentation.
- Collaborate with external vendors for prompt and accurate monthly payment of O&I utilities.
Cellular Account Management:
- Serve as a liaison between University Faculty and Staff and contracted cellular carriers.
- Efficiently process moves, adds, and changes to University cellular accounts, prioritizing customer service for all University cellular customers.
- Collaborate with O&I Staff in processing Teamdynamix ticket reassignments.
- Step in as a backup to the O&I Office Assistant as needed.
- Open and close work orders, ensuring accuracy in billing procedures.
- Assist in regular website updates to ensure that the information displayed remains relevant, informative, and aligned with the current needs of the university community.
- Act as the Area Access Administrator for ITS-managed spaces.
- Assist with door access requests and key boxes for ITS-managed spaces.
- Assist with new and replacement key requests.
- Building oversight & maintenance coordination with Facilities Management.
- Provide event support coordination for the ITS Department.
- Work with internal departments on room/building inspections.
- Serve on the Building Administrator committee.
- Fleet Manager for Departmental Vehicles.
- Manage and maintain the repository for ITS policies. Coordinate regular revision and updates by appropriate policy owners.
Requirements:
Visa sponsorship is not available for this position
- Bachelor's degree in Business Administration, Management, Finance, or a related field.
- Prior knowledge and understanding of procurement processes and best practices.
- Excellent verbal and written communication skills, including the ability to communicate with various stakeholders.
- Proficient with manipulating data/information in Microsoft Excel, Smartsheets, Google Sheets, or a similar application.
- High attention to detail and ability to handle multiple duties simultaneously.
- Valid driver's license to operate a vehicle in NYS.
- Prior experience working within the SUNY system.
- Prior experience with administrative or logistical operations within a large complex organization, such as IT, construction, or healthcare.
Additional Information:
Offers of employment may be contingent upon successful completion of a pre-employment background check and verification of degree(s) and credentials.
Binghamton University is a tobacco-free campus.
Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Governor's Office of Employee Relations at (518) 474-6988 or via email at info@goer.ny.gov
Payroll information can be found on our website https://www.binghamton.edu/offices/human-resources/payroll/
Cover letters may be addressed "To the Search Committee."
Postings active on the website, accept applications until closure.
For information on the Dual Career Program, please visit:
https://www.binghamton.edu/offices/human-resources/prospective/dual-career/index.html
Equal Opportunity/Affirmative Action Employer
The State University of New York is an Equal Opportunity/Affirmative Action Employer. It is the policy of Binghamton University to provide for and promote equal opportunity employment, compensation, and other terms and conditions of employment without discrimination on the basis of age, race, color, religion, disability, national origin, gender identity or expression, sexual orientation, veteran or military service member status, marital status, domestic violence victim status, genetic predisposition or carrier status, or arrest and/or criminal conviction record unless based upon a bona fide occupational qualification or other exception.
As required by Title IX and its implementing regulations Binghamton University does not discriminate on the basis of sex in the educational programs and activities which it operates. This requirement extends to employment and admission. Inquiries about sex discrimination may be directed to the University Title IX Coordinator or directly to the Office of Civil Rights (OCR). Contact information for the Title IX Coordinator and OCR, as well as the University's complete Non-Discrimination Notice may be found here.
Application Instructions:
All applicants must apply via Interview Exchange: http://binghamton.interviewexchange.com/candapply.jsp?JOBID=172196
Deadline for Internal Applicants: February 26, 2024
Deadline for External Applicants: Open until filled
Review of applications will begin immediately and continue until the vacancy is filled.
Please submit:
- Resume,
- Cover letter, and
- Contact information for three professional references
