Business Coordinator II

Job TitleBusiness Coordinator IIAgencyTexas A&M University at GalvestonDepartmentBudget and AnalysisProposed Minimum SalaryCommensurateJob LocationGalveston, TexasJob TypeStaffJob DescriptionWho we areWe 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.What We WantThe Business Coordinator II provides staff support and coordination of a variety of business activities within the Office of Budget and Finance, Development, Marcom, and COO that will require independent judgment, including reviewing and approving business documents and developing, monitoring, and reporting for accounting, purchasing, travel and accounts payable as directed by the Business Administrator. They will also support the Development office with daily tasks, including representing the department when the officers are out of the office. This involves answering calls, taking messages, assisting donors with inquiries, and contributing to the stewardship process by helping to thank donors for their contributions and ongoing support.What You Need To KnowSalary: $45,000 annually. Compensation will be commensurate to selected hire’s experience.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 general office, accounting, or personnel operations.Required Knowledge, Skills, and Abilities:• Knowledge of Microsoft Office Suite, Adobe Suite, Astra, Canopy, FAMIS, and Workday.• Strong proficiency in Concur and familiarity with travel payment and purchasing guidelines.• Strong initiative, critical thinking, and ability to problem-solve.• Excellent written and verbal communication skills.• Proficiency in word processing, spreadsheet, and email applications.• Interpersonal and communication skills. Interpersonal and communication skills.• Planning and organizational skills.• Ability to multitask and work cooperatively with others.Preferred Qualifications:• Work related experience with FAMIS, FMO Guidelines for Disbursement of Funds, CONCUR, Canopy and AggieBuy.• Bachelor’s degree in accounting, Business Administration, or closely related field.• Over three (3) years of progressively responsible University business office related experience.• Experience in managing business finances and operations.Essential Duties/TasksAccounts Payable:• Enters invoices into the AggieBuy system for payments to vendors.• Reviews invoice materials for accuracy, obtains additional documentation to meet state guidelines, and allocates invoices to appropriate TAMUG accounts as needed.• Associates vendor invoices with the appropriate AggieBuy purchase order requests, service agreements, or master orders to meet matching requirements.• Communicates A/P policies and procedures to TAMUG personnel as needed.• Processes credit card reports to include appropriate allocations, itemizations, and the assigning of appropriate purchasing codes to purchases made on departmental credit cards.• Ensures receiving of product is completed in AggieBuy and TAMUG systems as appropriate and communicates with fellow team members when discrepancies are found so appropriate updates can be made.• Makes recommendations to Budget and Finance Team Leadership regarding process improvements.Travel, Voucher Requests, and Daily Deposit Balancing:• Processes conference registration and travel requests (pre and post travel information).• Assists personnel with travel reports guidance.• Communicates TAMUG travel policies and procedures to employees.• Serves as a liaison between FMS travel and COO, Budget and Finance personnel to correct any issues promptly.• Reviews monthly request for Texas A&M Foundation funds and submits voucher requests as appropriate.• Tracks requests to ensure posting in corresponding TAMUG accounts.• Reviews and balances the daily deposits.Customer Service & Other Duties:• Responds to inquiries from supervisors and serves as a liaison with Procurement Services, FMS, and Vendors.• Responds promptly to questions regarding order status.• Communicates effectively with staff to ensure they are familiar with purchasing, payment card, and travel disbursement rules.• Communicates with vendors regarding invoice payment statuses as needed.• Participates in team training and assists with training student workers.• Taking phone calls and messages while other team members are out of the office.• Assisting with writing thank you letters to Donors.• Greeting and welcoming people as they come into the DEVE office.• Assisting in writing thank you letters to donors.• Performs other duties as assigned.Purchasing:• Processes financial transactions by placing orders with vendors and entering purchasing requisitions into AggieBuy (Texas A&M’s purchasing system) or utilizing departmental credit cards.• Serves as a liaison between vendors and COO, Budget and Finance departments to setup vendors in the AggieBuy system.• Ensures all state documentation for purchases has been obtained and complete prior to purchase.Why Texas A&M University?Texas A&M University is committed to enriching the learning and working environment by promoting a culture that respects all perspectives, talents & lived experiences. Embracing varying opinions and perspectives strengthens our core values which are: Respect, Excellence, Leadership, Loyalty, Integrity, and Selfless Service.We are a prestigious university with strong traditions, Core Values, and a community of caring and collaboration. • Health, dental, vision, life and long-term disability insurance with Texas A&M contributing to employee health and basic life premiums.• 12-15 days of annual paid holidays.• Up to eight hours of paid sick leave and at least eight hours of paid vacation each month.• Automatic enrollment in the Teacher Retirement System of Texas.• Health and Wellness: Free exercise programs and release time.• Professional Development: All employees have access to free LinkedIn Learning training, webinars, and limited financial support to attend conferences, workshops, and more.• Employee Tuition Assistance and Educational Release time for completing a degree while a Texas A&M employee.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/Affirmative Action/Veterans/Disability Employer.