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

Location: Troy,New York,United States

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

Since 1966, the Capital District Educational Opportunity Center (EOC), a division of Hudson Valley Community College and part of the State University of New York, has offered tuition-free academic and workforce development opportunities to disadvantaged and educationally under-prepared individuals.

CDEOC’s Mission:
The Hudson Valley Community College Capital District Educational Opportunity Center (EOC) is an educational enterprise that serves eligible adult learners. The EOC delivers comprehensive, community-based academic and workforce development programs and provides support services leading to enhanced employment opportunities, access to further education, personal growth and development.

CDEOC’s Vision:
The Hudson Valley Community College Capital District Educational Opportunity Center (EOC) is to be recognized as a leader in New York State for: educational excellence, the ability to Optimize opportunity, and for Caring commitment to the students and community it represents.

CDEOC’s Core Values:
S – Service – to deliver quality, committed and caring assistance
T – Teamwork – to work diligently, persistently, and cooperatively
R – Respect – to treat everyone with dignity
I – Initiative – to provide a warm, welcoming, and diverse community
V – Versatile – to be flexible and adaptable
E – Empower – to promote personal growth and confidence
S – Success – to inspire and encourage achievement

In order to be considered an applicant for this position you must meet the minimum qualifications as stated in this announcement. HVCC does not support Visas. Applicants must currently hold an unrestricted employment authorization to work in the United States and appointment will be contingent upon completion of a background check.

Minimum Qualifications:

•    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

Additional Qualifications:

•    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
•    Non-profit experience a plus
 
Nature and Scope of Duties:

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.

Financial Support:

•    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.

Operational Support:

•    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

Reporting & Documentation:

•    Prepare and format basic financial and operational reports as requested.
•    Maintain organized electronic and paper filing systems.
•    Record and distribute meeting minutes when needed.

Administrative Support:

•    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.