Business Coordinator III

Business Coordinator III

Agency: Texas A&M University at Galveston

Job Location: Galveston, Texas

Job Type: Staff

Salary: $49,500 annually

Job Description

A Glimpse of the Job

The Continuing Education Business Coordinator III is responsible for a variety of business functions as determined by TAMUG campus centralized business structure and departmental needs. Functions will include fulfillment of approved departmental purchasing requests, funding source identification, reconciliation & reporting, creation and submission of departmental expense reports, review / creation /submission of specific processes and/or reports, end of fiscal year closing activities, assist with annual inventory, serving as 'first point of contact' for department faculty, staff and visitors to the department.

Essential Duties/Tasks

Budget and Administration

• Manages department budgets and accounting Serves as the primary Business Contact for the Office of the AVP for Academic Operations.
• Manages the Educational Outreach Program: Sea Camp. This includes procurement, contracts, purchasing, travel, use of travel and procurement cards, cash handling, and export controls.
• Responsible for ensuring all payments have been collected for Sea Camp tuition, field trips, etc.
• Handles $5,000 working funds for summer camps.
• Runs reports through PayPal for processing fees for payments received through the CircuiTree Registration system.

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 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 staff through creation of Personnel Action Request (PAR) forms.
• Handles departmental on-boarding processes for new staff hires. Assists, as needed, with required processes to hire student workers.

Policy, Compliance, and Other

• Provides expertise to the Other Ops Depts Business HUB and associated faculty regarding fiscal and Other Ops Depts policy interpretation and implementation.
• Provides oversight and guidance for compliance issues.
• Maintains log of training for vans used as part of Sea Camp, Child Protections training, CPR training, golf cart training, Clery Act, Camper relations and Title IX.
• Performs other duties as assigned.

What you need to know

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.
• Four years of related experience in general office, accounting, or personnel operations.

Preferred Qualifications

• Bachelor's degree in business administration.
• Knowledge of Concur, Workday, FAMIS and other TAMUS software, budgeting. Knowledge of Microsoft Office Software.

Knowledge, Skills, and Abilities

• Knowledge of word processing and spreadsheet applications.
• Interpersonal and communication skills. Planning and organizational skills.
• Ability to multitask and work cooperatively with others.

Other Requirements and Factors

• 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

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.