Business Office Associate

Job Summary

Columbia Grammar & Preparatory School is seeking a highly organized, detail-oriented, and experienced Business Office Associate to assist with all purchasing activities across our various departments, including but not limited to Academic, Administrative, Facilities, Athletics, and Technology. This is a new position, reporting to the Chief Financial Officer, collaborative, creative, problem solver.  Ownership!!! this role provides essential administrative and financial support while serving as the primary administrative link to the Facilities Department. 

Duties & Responsibilities

Procurement and Purchasing Management

• Assist CFO in developing and maintaining an efficient and transparent purchasing process that is consistently applied across all departments.
• Coordinate day-to-day procurement activities, including purchase requisitions, purchase orders, and vendor communications.
• Obtain quotes, compare pricing, and assist in vendor selection in accordance with school policies.
• Track and reconcile purchases, deliveries, and invoices; follow up on discrepancies or damages to goods.
• Maintain a centralized system for tracking and managing vendor contracts, renewal dates, and service agreements.
• Maintain meticulous, organized records of all purchasing transactions, bids, contracts, and vendor documentation.
• Generate regular reports on purchasing activity, spending trends, and cost savings for the Chief Financial Officer and other administrative leadership.

Transportation Operations

• Assist with coordination of student transportation services, including buses, vans, and contracted transportation providers.
• Maintain transportation schedules, route information, and driver documentation.
• Work with all constituents of the school to consolidate transportation needs to ensure that we are getting the most value and best service.
• Track transportation expenses and support billing and reconciliation processes.
• Serve as a point of contact for transportation-related inquiries from faculty, staff, and families.
• Assist with compliance documentation related to transportation safety and regulations.

General Business Office & Administrative Support

• Support facilities work orders, project tracking, and communication with vendors and contractors.
• Provide administrative support to Facilities Director with duties including but not limited to calendar management, completion of certification forms, etc.
• Collaborate with other Business Office team members to support daily operations.
• Maintain confidentiality and professionalism when handling sensitive financial and personnel information.
• Any additional duties as assigned by the Chief Financial Officer

Qualifications

• Bachelor's degree
• 2-3 years of administrative experience in purchasing or procurement preferably in an educational or non-profit setting preferred.
• High level of proficiency with Excel or other spreadsheet applications as well as with database management software
• Exceptional attention to detail, strong organizational skills, and a high degree of integrity and professional ethics.

Compensation 

The salary range for this position is $70,000 - $80,000 annually based on completed degree programs and years of experience. We also offer a warm and supportive culture as well as exceptional benefits including but not limited to:

• Comprehensive medical, dental & vision plans with a free medical coverage option for employee only coverage
• Free vision coverage
• Flexible Spending Accounts for Medical, Dependent Care, Parking & Transit
• 8% Annual Employer Contribution to retirement after one year of full time service
• Basic Life Insurance
• Enhanced Short Term Disability Coverage
• Long Term Disability Coverage
• Low cost additional benefits including voluntary life insurance, critical illness coverage and pet insurance
• Additional Aflac policies
• Free breakfast & lunch when school is in session
• Discounted parking
• Generous holiday schedule, sick and personal time

CGPS Mission Statement

CGPS nurtures each student’s unique passions and talents inside and outside the classroom, unifying and inspiring members of its community in a rigorous but relaxed learning environment, preparing them for the finest colleges, and instilling in them the confidence, ethical values and sense of purpose to embrace challenges, to achieve their dreams and to improve the world.

CGPS is an equal opportunity employer committed in policy and practice to recruit, hire, train, and promote, in all job classifications, without regard to race, color, religion, sex, age, national origin, citizenship status, marital status, sexual orientation, veteran status, disability or other classes protected by federal or state law. CGPS does not tolerate harassment of or retaliation against any employee or applicant on the basis of these characteristics, or because the individual exercised his or her EEO rights.