EOC Administrative Coordinator - Finance Office; BEOC)

EOC Administrative Coordinator - Finance Office (BEOC)

The State University of New York Brooklyn Educational Opportunity Center (BEOC), administered by New York City College of Technology/CUNY, provides tuition-free academic and workforce development training to eligible New York State residents, supporting college access, employment, and economic self-sufficiency.

Reporting to the EOC Director of Finance, the EOC Administrative Coordinator – Finance Office provides day-to-day administrative support for purchasing, invoices, budget tracking, fiscal records, and business-office follow-up. The position maintains organized documentation and tracks requests through completion; fiscal approvals and institutional commitments remain with authorized officials.

In addition to the CUNY Title Overview, responsibilities include:

• Receive and review purchase requests, invoices, vendor forms, and supporting documents for completeness; maintain a central request and follow-up log showing status, responsible parties, and deadlines.

• Collect quotations and required documentation, route requests for approval, track purchase orders, deliveries, and invoice status, and follow up with departments and vendors on outstanding items.

• Maintain budget, expenditure, and commitment trackers under the Director of Finance's direction; prepare routine status reports and flag variances or overdue items for review.

• Assist with routine reconciliations by compiling records, matching supporting documents, identifying discrepancies, and referring exceptions to the Director of Finance.

• Maintain organized contract, renewal, invoice, receipt, and fiscal-reporting records; flag upcoming deadlines and help assemble documentation for audits and reporting.

• Coordinate with Operations and the appropriate City Tech offices to obtain missing fiscal or payroll-support documentation; document follow-up and elevate unresolved requests to the Director of Finance.

• Respond to routine business-office inquiries, provide status updates and approved procedural guidance, and refer approval, policy, and payment decisions to the responsible official.

• Maintain approved shared files, forms, and operating procedures to support continuity and cross-training; prepare meeting materials and correspondence and assist with assigned business-office projects.

Bachelor's degree required.

• Experience supporting a finance office, purchasing, accounts payable, budget administration, or a comparable administrative function.

• Strong spreadsheet, data-entry, recordkeeping, organizational, and customer-service skills; ability to manage competing deadlines and confidential records.

• Familiarity with higher-education or public-sector administrative processes and financial systems preferred.

Supports projects, initiatives, and activities within an Educational Opportunity Center (EOC).

• Organizes office functions such as communications, meeting schedules, work plans, staff assignments, and distributing information

• Collects data for, prepares, and distributes reports and presentations using word processing, spreadsheet, and presentation software

• Updates office databases, lists, and files to ensure completeness and accuracy; maintains current information on department web site(s); maintains department archives and collections

• Conducts internet and/or database research and performs basic systems queries to locate information related to department activities

• Maintains department fiscal plans and budgets; assists in budget administration and invoice processing

• Provides basic information, instructions, and materials as requested by students, faculty, and others who contact the department

• May supervise office staff and student…