Business Coordinator I

Business Coordinator ITexas A&M Agrilife Extension ServiceJob Location: Brownwood, TexasJob Type: StaffThe Business Coordinator I works as a member of the Texas 4-H Center Business Services team and provides a broad range of financial, administrative, customer service, registration, communications, human resources, and operational support necessary for the effective operation of the Texas 4-H Center.Essential Duties and Responsibilities:Manages and processes accounts receivable activities for the Texas 4-H Center in accordance with Texas A&M University and AgriLife Extension policies and procedures.Processes checks, credit card payments, and other authorized payments.Prepares and processes deposits and related documentation in accordance with University and AgriLife cash management requirements.Records and maintains accounts receivable transactions in approved financial systems.Creates and maintains customer invoices, receipts, and supporting financial documentation.Tracks payments associated with Center events, programs, lodging, and other activities.Reviews event and activity records to ensure required payments have been received.Monitors outstanding balances, delinquent accounts, and insufficient funds and follows established procedures for collection.Assists with monthly and periodic reconciliation of financial information between University systems, Center financial records, and approved accounting systems.Assists with preparation and maintenance of revenue, participation, budget, and other financial reports.Assists with monitoring Center budget activity and provides financial information to the Center Director as requested.Coordinates and maintains documentation associated with donations and memorials, including receipt of funds, deposits, records, and acknowledgements.Assists with fiscal year-end and other financial closing activities.Assists with UBIT and other required financial reporting.Monitors and maintains financial records, revenue procedures, and inventory records associated with the Texas 4-H Center T-shirt Shoppe.Reviews assigned financial documentation for accuracy and completeness and brings discrepancies or concerns to the attention of the Center Director.Maintains knowledge of University and AgriLife financial policies, procedures, cash management requirements, internal controls, and separation-of-duties requirements.Provides backup support for accounts payable and purchasing functions while maintaining required financial controls and separation of duties.Serves as a welcoming and professional first point of contact for Texas 4-H Center visitors, customers, clients, and telephone callers.Provides information regarding Center facilities, lodging, programs, camps, conferences, retreats, events, pricing, availability, and services.Responds to customer inquiries and assists clients in identifying appropriate Center facilities and services.Works with prospective and confirmed clients to develop event proposals, provide pricing and availability information, prepare user/rental agreements, and coordinate administrative details necessary to confirm and support events.Assists prospective clients with event planning, scheduling, and other administrative needs.Prepares and distributes rental agreements, user agreements, correspondence, and other client documentation.Assists with facility tours and customer visits.Works with Center departments to address client needs and resolve routine customer service issues.Maintains positive relationships with current and prospective clients and communicates opportunities, questions, or concerns to the Center Director and appropriate Center staff.Maintains a professional, positive, and customer-focused approach in all interactions.Assists with coordinating logistical information for groups and events.Maintains accurate event information, including dates, schedules, headcounts, lodging requirements, meal requirements, meeting-room needs, and setup requirements.Communicates event and setup information to appropriate Center departments in a timely manner.Assists with monitoring event documentation, payment status, and required client information.Assists with registration, check-in, payment collection, and other administrative functions associated with Center programs and events.Coordinates with maintenance, housekeeping, kitchen, program, and other Center staff to communicate event requirements and client needs.Supports special events, programs, conferences, camps, and other Center activities as assigned.Assists the Center Director and program staff with resolving client or event-related administrative issues.Utilizes Center registration and event-management systems to enter, update, and maintain customer and participant information.Assists customers with registration questions and routine registration issues.Maintains accurate participant and event records.Generates and maintains participation, registration, and event reports.Learns and utilizes University, AgriLife, and Center computer systems necessary to perform assigned responsibilities.Assists with implementation and use of new systems and technologies.Identifies and communicates opportunities to improve administrative and registration processes.Provides backup assistance to other Center staff using registration and information systems.Provides general administrative support to the Center Director, program staff, and other Center personnel.Answers and directs telephone calls and correspondence.Greets visitors and provides professional customer service.Maintains office files, records, and documentation in accordance with University and AgriLife policies.Assists with records retention and records management activities.Prepares letters, forms, reports, spreadsheets, brochures, flyers, presentations, and other documents.Proofreads documents for accuracy and completeness.Maintains office supplies, equipment, and other administrative resources.Assists with scheduling, meetings, calendars, agendas, and minutes.Assists in maintaining current Center policies, procedures, forms, and administrative materials.Identifies routine administrative or operational problems and recommends appropriate solutions to the Center Director.Assists with development and improvement of office procedures and administrative processes.Maintains confidential administrative, fiscal, client, and other sensitive records in accordance with University and AgriLife requirements.Provides administrative support for employee hiring, onboarding, transfers, and separations.Assists with preparation and submission of required personnel documentation.Maintains confidential employee personnel records in accordance with University and AgriLife requirements.Assists with payroll and timekeeping processes and follows established deadlines and procedures.Assists with leave documentation and related administrative records.Assists with workers' compensation and employee injury documentation as required.Communicates with appropriate University and AgriLife offices regarding routine human resources and payroll matters.Maintains confidentiality of personnel, payroll, and other sensitive information.Assists with training and onboarding of new employees, student workers, or temporary staff as assigned.Assists with promoting Texas 4-H Center programs, facilities, camps, conferences, retreats, and events.Assists with development and distribution of social media content.Assists with website updates, including event information, schedules, registration information, brochures, and other Center content.Assists with preparation of promotional materials, flyers, brochures, digital communications, and presentations.Maintains accurate and current information about Center programs, facilities, services, and events.Assists in identifying and pursuing opportunities to promote Center facilities, programs, and services to current and prospective customers.Supports special marketing and promotional initiatives designed to increase awareness and utilization of the Texas 4-H Center.Supports a positive public image of the Texas 4-H Center through professional interactions with customers, guests, partners, and community members.Maintains accurate administrative, fiscal, client, and operational records.Coordinates or assists with the Center's annual inventory process and related documentation.Assists with monitoring Center inventory and supplies.Maintains event and activity files and supporting documentation.Supports Center records management and retention requirements.Assists with monitoring Center operational procedures and identifying opportunities for improved efficiency.Supports Center operational initiatives and special projects as assigned.Assists with maintaining accurate records for Center merchandise, including the T-shirt Shoppe.