Facilities Business Operations Specialist

colby; United States; On-site; USD 50,000 - 63,000; Full time

Job summary

Colby College seeks a Facilities Business Operations Specialist to provide professional-level financial, analytical, and operational support for Facilities Services. The role reports to the Director of Facilities Finance and Administration and collaborates with multiple departments to ensure accurate financial processing and reporting.

The position involves handling purchasing, contracts, fleet administration, assets, inventory, and operational reporting, with a focus on applying college

Qualifications

• Ability to administer financial processes (accounts payable, accounts receivable, purchasing, journal entries) within College systems.
• Strong analytical skills to reconcile accounts and investigate discrepancies.
• Ability to interpret College policies and provide guidance on financial requirements.

Responsibilities

• Administer assigned Facilities financial processes and related accounting functions.
• Analyze financial activity, reconcile to General Ledger, investigate discrepancies, and resolve issues.
• Monitor financial and operational data, prepare reports to support planning and decision making.
• Coordinate with Facilities, Finance, and other departments to improve business practices.

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 elevate 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 ne