Central Business Office Associate

About University at Albany:
Established in 1844 and designated a University Center of the State University of New York in 1962, the University at Albany's broad mission of excellence in undergraduate and graduate education, research, and public service engages a diverse student body of approximately 17,000 students in nine schools and colleges across three campuses.

Located in Albany, New York, New York State's capital, the University is convenient to Boston, New York City, and the Adirondacks.

Job Description:
Information Technology Services (ITS) at the University at Albany seeks applicants for a Central Business Office Associate, who is responsible for coordinating/processing several operational activities in the ITS department. The Central Business Office (CBO) serves as the hub for all ITS finance and operations. The CBO Associate is an essential member of the team and interacts with multiple departments across the university, including Accounting, Asset Management, Facilities, Human Resources, and Purchasing. The successful candidate enjoys a fast-paced, rapidly changing environment and getting out of the office to visit various locations on campus for equipment deliveries and receiving/disposal of assets. This entry-level position provides excellent opportunities for professional growth.

The successful candidate is extremely organized, has an eagerness to learn, and a strong attention to detail, with the ability to point out errors or inconsistencies in data. They are encouraged to think about process improvements, leveraging the various tools available. They will conduct their work with a high degree of integrity and a customer service mindset. The CBO Associate will have excellent communication skills and the ability to forge collaborative relationships. They are equally comfortable working with limited supervision or with a team.

Primary Responsibilities:
Software Licensing:

• Review and respond to software license requests from faculty/staff/students.
• Distribute licenses in accordance with University and ITS policies and procedures.
• Maintain accurate records of software purchases, activation codes, distribution/assignment of software licenses, and chargebacks to departments.

Billing:

• Process monthly billing for ITS activities and track receipt of payments.
• Investigate any discrepancies in revenue.

Asset Management:

• Work collaboratively across ITS to ensure accurate asset management needs and processes are fulfilled in a timely matter.
• Ensure all purchases have the appropriate Asset Management forms/tags when received and disposed of.
• Record accurate information in the Asset Management database, including the addition and removal of assets.

Additional/Other Responsibilities:

• Manage relationships with staff from ITS and other departments on campus to facilitate transactions for all Central Business Office activities.
• Serve as a backup for coverage of reception area.
• Perform all operations in compliance with SUNY and New York State financial / procurement policies.
• Handle confidential information and matters in a professional manner.
• Identify opportunities for automation and process improvements.
• Be available to provide scheduled support and consultation outside normal business hours, including occasional evenings, holidays, or weekends, within reasonable professional obligation and expectation.
• Lift/handle equipment, up to 50 lbs., on occasion
• Various operational duties, as needed.

Requirements:
Minimum Qualifications:

• An associate degree at time of hire from a college or university accredited by a U.S. Department of Education (DOE) or internationally recognized accrediting organization.
• Proficient in Microsoft Excel.
• Excellent attention to detail, with ability to identify errors in tracking sheets, etc.
• Strong organizational skills.
• Applicants must demonstrate an ability to develop inclusive and equitable relationships within our diverse campus community.
• Applicants must demonstrate an ability to support diversity, equity, access, inclusion and belonging relative to their role.

Preferred Qualifications:

• Two (2) years of relevant professional experience.
• Degree in IT- or business-related field.
• Experience with software license distribution or end-user agreement review.
• Experience with billing/accounts receivable.
• Experience with asset management tools.

Additional Information:
Professional Rank and Salary Range: Staff Assistant, SL2; $50,000-55,000.

Special Notes: This is an in-person position and is not eligible for telecommuting. Visa sponsorship is not available for this position.

The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, or Clery Act, mandates that all Title IV institutions, without exception, prepare, publish, and distribute an Annual Security Report. This report consists of two basic parts: disclosure of the University's crime statistics for the past three years; and disclosures regarding the University's current campus security policies. The University at Albany's Annual Security Report is available in portable document format [PDF] by clicking this link http://police.albany.edu/ASR.shtml

Pursuant to NYS Labor Law 194-A, no State entity, as defined by the Law, is permitted to rely on, orally or in writing seek, request, or require in any form, that an applicant for employment provide his or her current wage, or salary history as a condition to be interviewed, or as a condition of continuing to be considered for an offer of employment, until such time as the applicant is extended a conditional offer of employment with compensation, and for the purpose of verifying information, may such requests be made. 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.

THE UNIVERSITY AT ALBANY IS AN EO/AA/IRCA/ADA EMPLOYER

Please apply online via https://albany.interviewexchange.com/jobofferdetails.jsp?JOBID=174872

Application Instructions:
Applicants MUST submit the following documents:

• Resume/CV
• Cover letter stating all the required minimum qualifications and any of the applicable preferred qualifications
• Contact information for three professional references

Note: After submitting your resume/CV, the subsequent pages give you instructions for uploading additional documents (i.e. cover letter etc.).

Closing date for receipt of applications: This position will remain open until it is filled.