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.
CGPS commits to fostering a school environment in which all community members feel an unqualified sense of belonging and where all voices and perspectives are respected and embraced. Our School is stronger and our students are more successful when all have equitable access to opportunities and an understanding that, when everyone is included, the whole is greater than the sum of its parts. We expect our students to show a mutual respect for diverse opinions as they develop into ethical and responsible members of the CGPS community. CGPS believes that the ability to explore, accept and embrace others’ identities while also maintaining one's sense of self is a hallmark of a mature and competent citizen; our aim as an educational institution is to equip all CGPS students with the knowledge, skills and confidence to promote justice and create a more perfect union in the world beyond our School.
