Business Coordinator

Job Title

Business Coordinator II

Agency

Texas A&M University at Galveston

Department

Budget and Analysis

Proposed Minimum Salary

$4,125.00 monthly

Job Location

Galveston, Texas

Job Type

Staff

Job Description

A Glimpse of the Job

The Business Coordinator II is responsible for a variety of business functions as determined by TAMUG campus centralized business structure and departmental needs. Functions will include purchasing, funding source identification, reconciliation & reporting, expense reports, review / creation / submission of specific Human Resources processes &/or reports, end of fiscal year closing activities, annual inventory, serving as ‘first point of contact’ for assisting departmental faculty and visitors.

Essential Duties/Tasks:

• Management of Department Budgets and Accounting Processes - Serves as initiator and/or reviewer of vouchers and requisitions; approves and provides back up for signing vouchers and requisitions. Creates, reconciles, and submits account verification reports. Develops, monitors, and reports budget activity. Prepares complex monthly, quarterly, and annual financial reports. Plans, develops, implements, coordinates, and monitors programs or services. Provides input and assists in developing policies, procedures, and guidelines. Assists with administration of contracts and grants. Prepares budgets for review by department head. Develops complex financial and statistical analyses and summary reports. Composes routine correspondence. Recommends, implements, and audits business procedures. Assists with administration of unit, program, or project.

• Purchasing and Travel - Serves as the department purchasing agent & will complete all associated accounting / receiving /invoicing / requisitioning processes, purchase orders, etc. (AggieBuy) of the Department as well as Purchasing Card expenses through creation, allocation, coding & submission of monthly expense reports within required deadlines (Concur). Provides support for the travel of the department; may serve as a travel delegate to individual staff and faculty. Processes travel documentation and expense reports for both domestic and foreign travel. Files, maintains, and communicates travel accounts and policies. Ensures department compliance with all travel policies and procedures. Trains faculty and staff on new and existing procedures pertaining to travel.

• Payroll and Personnel - Serves as Budget Contact with financial, payroll, and/or human resources. Responsible for monitoring and submission of Department’s costing allocations for personnel; runs Pay Calculation Results for a Period and other reports for faculty and staff in Workday portal for accuracy of monthly and biweekly payrolls. May coordinate personnel activities of the unit. Coordinates and audits departmental faculty personnel files. Participates in the hiring and training of business staff and/or student workers and may provide supervision. Trains staff on new and existing business procedures and interprets policies and regulations for staff. Assists with the hiring of departmental faculty and staff through creation of Personnel Action Request (PAR) forms. Handles all departmental on-boarding processes for new faculty and staff hires. Completes required processes to hire student workers; assign duties, reviews & approves time sheets. May supervise student workers. 

• Policy and Compliance - Serves as APO Alternate for annual inventory process & maintains all corresponding business files; enters & follows-up all requirements set forth by State of Texas for compliance with wiping of laptops, creating & updating inventory locations; creation & maintenance of FDP-410 loan forms. Serves as liaison to SSC Facilities Services – enter Maintenance Connection requests into portal; initiate & track work orders; handle all key requisition requests & work with Locksmith; primary contact for Central Receiving. Coordinates inventory process and maintenance of business files. Creates, reconciles and submits various expense and verification reports for budget compliance.

• Financial, Strategic Planning, and Other - Coordinates annual fiscal year closing activities and drafts new fiscal year plans. Coordinates fiscal activities. Proposes solutions to complex financial problems. Communicates cash handling procedures, audits, and approves cash handling activities, and coordinates unit purchasing activities. Serves as a records management coordinator. Attends or completes all required and/or offered training sessions and meetings for business personnel as well as all annual TrainTraq requirements in Single Sign On portal (SSO). Other duties as assigned                                                         

What you need to know

Salary: $4,125.00 monthly

Special Instructions: A cover letter and resume are strongly recommended. You may upload these in the CV/Resume section.

Required Education and Experience:

• Bachelor’s degree or equivalent combination of education and experience.
• Three years of related experience in accounting, administration, or budgeting.

Preferred Qualifications:

• Knowledge of Workday, FAMIS, Emburse and Microsoft Office software.

Knowledge, Skills, and Abilities

• Ability to multi-task and work cooperatively with others. Knowledge of word processing and spreadsheet applications.  Planning and organizational skills. Outstanding interpersonal and leadership skills, high ethical standards, and a commitment to excellence.

Other Requirements or Other Factors:

• Ability to handle student issues and assist students with program questions.
• This position is security sensitive.
• This position requires compliance with state and federal laws/codes and Texas A&M University System/TAMU policies, regulations, rules and procedures.
• All tasks and job responsibilities must be performed safely without injury to self or others in compliance with System and University safety requirements.

Who we are

We are the ocean campus of Texas A&M University at Galveston. Our employees come from throughout the world, with many different perspectives, talents, lived experiences, and interests. Aggies by the Sea promote a welcoming and highly productive work environment. We support the university’s goals to recruit and retain a quality workforce and encourage life-long learning practices.  We will do our part to assist you in your new position and encourage you to take advantage of training and development opportunities that are available to help you be successful.

Instructions to Applicants: Applications received by Texas A&M University must either have all job application data entered or a resume attached. Failure to provide all job application data or a complete resume could result in an invalid submission and a rejected application. We encourage all applicants to upload a resume or use a LinkedIn profile to pre-populate the online application.

All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution’s verification of credentials and/or other information required by the institution’s procedures, including the completion of the criminal history check.

Equal Opportunity/Veterans/Disability Employer.