Job Title
Business Coordinator I
Agency
Texas A&M University – Corpus Christi
Department
IT Business Services
Proposed Minimum Salary
Commensurate
Job Location
Corpus Christi, Texas
Job Type
Staff
Job Description
TAMU-CC is a dynamic university designated as both a Hispanic-Serving Institution (HSI) and Minority-Serving Institution (MSI) with approximately 11,000 students from 47 states and 54 foreign nations. We employ over 1,400 full-time and 2,000 part-time Islanders (including students/GAs). The University attracts highly talented faculty and staff and offers an array of undergraduate and graduate degrees, including doctoral programs. As a member of the Texas A&M University System, TAMU-CC benefits from a range of resources, increased visibility and influence, and opportunities to collaborate in mutually beneficial ways with peers across member institutions and associated agencies.
TAMU-CC’s beautiful campus is located on a 240 acre island on Corpus Christi Bay and was ranked #1 College by the Sea by Best College Reviews. Our natural setting is enhanced by its modern, attractive, and state-of-the-art classroom buildings and support facilities.
From our generous benefits package and professional development opportunities, to our retirement programs and our commitment to service excellence, the Island University is an engaging and rewarding place to work.
Glimpse into the job:
The Business Coordinator I position works under the general supervision of the Business Administrator of Business Services with a full range of business activities including accounting, budgeting, purchasing and fiscal oversight for the Information Technology Division and serves as controller for assigned departments. The Information Technology Division has approximately 80 employees, an annual budget of $25 million allocated over 28 departments/ sub‐departments, and 61 financial accounts.
Responsibilities of the Job:
Financial Analysis:
- Prepare and distribute periodic financial status and projection reports for assigned Information Technology (IT) departments, e.g. spend v budget, income/expense, etc.
- Analyze financial data for assigned IT departments to generate key statistics and answer ad hoc inquiries.
- Assist with data collection and preparation of monthly/annual reports and routine surveys for assigned IT departments, e.g., division presentations, quarterly budget reviews, etc.
Financial Account Management:
- Assist with budget development, budget management, budget requests, and fiscal requests for assigned IT departments
- Monitor, analyze, and reconcile assigned IT departmental accounts
- Prepare adjusting/correcting budget and expenditure transactions
- Identify and recommend funding sources for unplanned purchases, proposed positions, and contracts
- Prepare and track documents (such as financial system access and approval authorization forms, department budget requests, departmental correction requests, journal entries, etc.) to reallocate budgeted funds as required based upon spending for assigned IT departments.
- Review assigned IT departmental expense reports, procurement card charges, travel reports, and purchase orders to ensure proper funding source.
Purchasing:
- Perform procurement for the assigned university and IT department.
- Review requests for purchases for appropriate procurement method according to university guidelines and best practices.
- Assist in the review contract bid quotes for accuracy and compliance to university guidelines.
- Assist in the review and compare available cooperative contracts/service agreements for best buy for assigned IT departments based on contract owners and custodians needs, preferences, and determinations.
- Ensure new contracts for assigned IT departments are processed correctly and timely through contract and purchasing systems including the creation of related purchase requests
- Assist in ensuring all contracts have terms compliant to university requirements and IT Division preferences.
- Assist in ensuring all contracts have been approved by appropriate IT Division personnel.
- Coordinate with Contracting and Purchasing Sections.
- Monitor contracted licenses/services and initiate renewal process to ensure no lapse in service.
- Calculate estimated annual true‐up costs for software licenses and hardware maintenance.
- Backup the other Business Coordinator positions in preparation of purchase requisitions, procurement card reconciliations, payment processing, renewal notifications, and updating contract record/renewals automated database tracking system
Other:
- Create travel authorization and expense reports for staff of assigned IT departments
- Serve as liaison for financial, purchasing and contract units for assigned IT departments
- Coordinate and interact with other fiscal units and departments to complete other business duties as assigned.
- Assist in the training of Information Technology Division staff for their responsible department related to budget, financial status, purchasing methods, processes, and systems.
- Create and maintain procedures for all duties assigned.
- Perform other duties as assigned.
Qualifications:
- Bachelor’s degree
- Two (2) years of related experience in accounting, billing, collections, financial forecasts, and/or purchasing.
- Additional education/experience may be used as a substitution for the minimum requirements.
- High School Diploma & Six (6) years
- Master’s Degree
- Experience in reviewing contracts with financial terms and conditions.
- Knowledge and ability to process billings, invoices, purchasing and contract modifications or amendments.
- Ability to make independent judgments under limited supervision.
- Intermediate skills in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook).
- Excellent interpersonal and communication (written and verbal) skills to be able to multitask and work cooperatively with others.
Preferred Qualifications:
- Planning and organizational skills.
- Ability to compile and accurately interpret data.
- Experience in developing and monitoring departmental budgets in higher education or state government.
- Experience in contracting or purchasing position in state government.
- Certified in Texas Contract Development and/or Certified in Texas Contact Management.
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 committed to diversity.