Business Coordinator III

Job Title

Business Coordinator III

Agency

Texas A&M University

Department

Academic Accounting and Business Services

Proposed Minimum Salary

Commensurate

Job Location

College Station, Texas

Job Type

Staff

Job Description

Our Commitment

Texas A&M University is committed to enriching the learning and working environment by promoting a culture that respects all perspectives, talents & identities.  Embracing varying opinions and perspectives strengthens our core values which are: Respect, Excellence, Leadership, Loyalty, Integrity, and Selfless Service.

Who we are

A part of the Division of Finance and Business Services, Academic Accounting & Business Services (AABS) has the honor to provide finance and business services to several units on campus including (but not limited to) Faculty Affairs, Marketing and Communications, and Office of the Provost. We have over 50 departments within our service base, and we utilize a specialized, pooled team approach to meet the expanding needs of these growing units. AABS reports up to the Vice President & Deputy CFO with a customer service focus guiding us. We enjoy developing customer relationships and being innovative and strategic in everything we do. We are committed to supporting a positive and  friendly working environment for all. To learn more about us please visit our website http://aabs.tamu.edu/

What we want

The Business Coordinator III, under general supervision, provides specialized support to faculty who lead study abroad programs though Education Abroad by creating complex expense reports at the conclusion of study abroad program trips. The Business Coordinator III  is responsible for monitoring Education Abroad program budgets and  the monthly reconciliation of the program accounts. Additionally, the Business Coordinator III provides business support to assigned departments serviced by Academic Accounting & Business Services (AABS). Customer support includes responding to customer inquiries, assisting customers in making purchasing decisions (including contracts), and troubleshooting related to purchasing, accounts payable, accounts receivable, payment cards, and travel.

What you need to know

Salary: Compensation will be commensurate to selected hire’s experience

Cover Letter & Resume: A cover letter and resume are strongly recommended

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

Required Knowledge, Skills, and Abilities:

• Knowledge of word processing and spreadsheet applications
• Ability to use spreadsheet software to compile, compute, organize, and present data for use in reports and other tracking activities
• Planning and organizational skills
• Excellent oral and written communication skills, demonstrating a knowledge of proper spelling, grammar, punctuation, and sentence structure to ensure that written communication is clear, concise, and error free
• Ability to prepare and make presentations
• Ability to work with individuals and communities with different perspectives, talents & identities
• Ability to establish and maintain cooperative working relationships with other AABS team members and TAMU internal and external customers
• Ability to multi-task and work cooperatively with others

Preferred Qualifications:

• Bachelor’s degree in business, accounting, or related field
• Experience in accounting for study abroad programs
• TAMU experience in an accounting role
• Experience using FAMIS, AggieBuy, Canopy, Concur, Workday, Laserfiche, Business Objects, etc.
• Professional certification in business, accounting, human resources, or related field
• Proficient in Spanish or other foreign language

Responsibilities:

Education Abroad Travel

• Meets with Education Abroad advisors to establish budgets for upcoming Education Abroad trips.
• Prepares budget spreadsheets and necessary paperwork to request DART cards and/or working funds for study abroad programs, and follows up to ensure timely handling of requests and distribution of working funds and Dart cards.
• Meets with faculty before trip to go over pertinent information regarding budget, receipts, etc.
• Receives and reviews back-up documentation from faculty program leaders upon return from study abroad trips to prepare high dollar, complex expense reports (including expenses in multiple currencies and multiple account allocations).
• Communicates with faculty to collect any missing receipts, forms, balance due or other information needed to complete travel expense reports, in compliance with university rules.
• Maintains extensive knowledge of travel rules and receipt requirements to accurately answer customer questions related to upload of receipts, adding descriptions, classifications, and account numbers.
• Creates and/or reviews invoices for study abroad programs with multiple currencies, special payment methods and complex vendor set-ups.
• Invoices may be paid on multiple accounts, including those in other departments or colleges requiring additional communication with other business office personnel across campus.

Department Accounting

• Maintains extensive knowledge of TAMU Guidelines for Disbursements, TAMU Procurement process, and Payment Card program rules to assist customers in making purchase decisions in compliance with university rules and regulations.
• Reviews items submitted via the Departmental Cover Sheet (DCS) for processing by the AABS Accounting Pool, identifying and resolving issues before approving for processing.
• Consults with customers, vendors, other AABS team members, Procurement, Contract Administration, and/or Financial Management Operations (FMO) as needed to gather information to facilitate the purchasing/accounts payable/payment card processes, as well as to investigate/correct errors.
• Creates requisitions and manages encumbrances for assigned departments.
• May create Department Budget Requests (DBRs) to transfer funds to resolve deficit balances and/or pay invoices.
• Reconciles accounts for assigned departments in accordance with university rules and AABS established procedures.

Mentor/Resource for Other AABS Team Members

• Maintains knowledge base necessary to accurately answer questions that other AABS team members have related to the processing of purchasing, accounts payable, accounts receivable, payment cards, and travel transactions.
• Serves as a resource/mentor to other AABS team members on job responsibilities, suggestions, and troubleshooting.
• May supervise student worker(s).

Department Travel  (Non-Education Abroad)

• Maintains extensive knowledge pertaining to TAMU Guidelines for the Disbursement of Funds, General Travel Requirements, and the Concur Travel System.
• Advises customers on best practices, use of Concur travel system and related mobile applications, and makes suggestions for travel arrangements.
• Review/approves travel requests and travel expense reports for assigned departments.
• Serves as resource for all customers, as well as AABS staff members for travel.

Why Texas A&M University? 

We are a prestigious university with strong traditions, Core Values, and a community of caring and collaboration.  Amenities associated with a major university, such as sporting and cultural events, state-of-the-art recreation facilities, the Bush Library and Museum, and much more await you.  Experience all that a big city has to offer but with a reasonable cost-of-living and no long commutes. 

• 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
• Automatically 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.