Becker Career Center

Facilities Budget Administrator, University at Albany, Albany, NY

POSTED: 07/18/18

This position reports to the Director of Administrative Services within the Office of Facilities Management.  The Budget Administrator works as part of a team in Administrative Services Unit (ASU), with a focused responsibility on budgeting and spending analysis, including routine monitoring, reconciliation and reporting of spending across operating and projects accounts. The position is actively involved in managing State and DIFR operating, IFR and Capital Accounts.

Duties include:

  • Develop and refine Facilities financial reports and analyses for management  
  • Coordinate with internal (Budget, Purchasing, Accounting, etc.) and external (SUNY Central, OSC, etc.) units to create and close out facilities accounts and ensure financial transactions are accurately recorded across Facilities Management
  • Continually monitor departmental expenditures and revenues to ensure accuracy
  • Procure departmental goods and services, as necessary
  • Provide timely, accurate, and appropriate budgetary information (e.g., project funding statuses) to customers of the Office of Facilities Management and Facilities staff
  • Support efforts and initiatives to maintain and enhance the AiM Work Order System, including new features and modifications through upgrades to advance the internal controls of Facilities and ASU
  • Support efforts to manage the Fuel Management System and Vehicle fleet inventory; this includes working closely with the Head of Grounds to ensure sound working internal controls are in place for the Fuel Management System.
  • Provide assistance and coordination with Architecture, Engineering, and Construction Management (AECM), Office of Campus Planning (OCP) and other facilities units to support contracted capital projects including but not limited to budgets, payment applications, change orders and billings
  • Ensure temporary and union labor, overtime, inventory and vandalism are charged to proper project accounts, reconcile any discrepancies that occur
  • Participate in meetings on behalf of director, representing interests pertaining to budget and finance (e.g., bi-weekly meetings with budget, physical plant managers, etc.)
  • Oversee and manage Facilities Accounts Receivable function, including collection matters and engaging clients regarding disputed charges
  • Provide sound judgment in advising and informing supervisors of finance related matters
  • Prepare monthly and year-end journal entries


Minimum Qualifications:  

  • Bachelor's degree in Business or a related field from a college or university accredited by a U.S. Department of Education or an internationally recognized accrediting organization
  • A minimum of 2 years working in a budget, finance or administrative role
  • Strong knowledge of Microsoft Excel, Word, Outlook, Access and other electronic software/tools involved with managing finances
  • Strong verbal, analytical, and interpersonal skills and the ability to work independently
  • Applicants must address in their applications their ability to work with culturally diverse populations. 

Preferred Qualifications:

  • Previous experience working with databases, in a facilities department, in a New York State agency and in a higher education setting


Additional Information:

Professional Rank and Salary Range: Senior Staff Assistant, SL-3

Start date: August 2018


Apply at 

Please apply online by July 22 via

Applicants MUST submit the following documents:

  • Resume
  • Cover letter stating all the required minimum qualifications and any of the applicable preferred qualifications (referencing the posting number listed)
  • Contact information for a minimum of three references