Job Title Business Coordinator II 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 A glimpse of the job The Business Coordinator II is responsible for providing customer service to assigned departments in Academic Accounting & Business Services ( AABS) including the Graduate and Professional School. Customer support includes responding to customer inquiries, assisting customers in making decisions, and troubleshooting related to purchasing, accounts payable, accounts receivables, payment cards, and travel. Who We Are Academic Accounting & Business Services has the honor to provide finance and business services to several units on campus including (but not limited to) Office of the Provost, Office of the President, Division of Marketing & Communications, and the Higher Education Center at McAllen. We have over 45 departments within our service base, and utilize a specialized, pooled team approach to meet the expanding needs of these growing units. AABS reports up to the Associate Vice President & Deputy CFO with a customer service focus guiding everything that we do. 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 you need to know Salary: Compensation will be commensurate to the selected hire’s experience. Special Note: A cover letter and resume are strongly encouraged. You may upload them on the application under the CV/Resume section. Position Details: This is an on-sight position that will be officed with the Graduate and Professional School on the TAMU campus engaging daily with department personnel and stakeholders. The selected individual may be required to work evenings and weekends, as necessary. This position is security sensitive and 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. 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 operation. Required Knowledge, Skills, and Abilities + Ability to manage and prioritize multiple assignments, work under pressure, and adjust to an ever-changing work environment. + Ability to work independently and execute a variety of critical and time sensitive projects without detailed instructions. + Ability to interpret and explain regulations/rules, policies, and procedures to staff, customers, and vendors. + Ability to multi-task and work cooperatively with others. Preferred Qualifications + Bachelor’s degree in accounting or closely related field Preferred Knowledge Skills and Abilities + Ability to use spreadsheet software to compile, compute, organize, and present data for use in reports and other tracking activities. + Excellent oral and written communication skills, demonstrating a knowledge of proper spelling, grammar, punctuation, and sentence structure to ensure that written communication is clear and concise. + Ability to prepare and deliver presentations. + Ability to establish and maintain cooperative working relationships with other AABS team members and TAMU internal and external customers. + Ability to interpret and explain state and TAMU regulations/rules, policies, and procedures to staff, customers, and vendors. Essential Duties/Tasks General AABS Expectations/Customer Service and Support + Maintains general knowledge of departments served by AABS, especially those assigned, to include an understanding of the business activities of each; uses discretion and independent judgment to propose solutions to complex, non-routine situations. + Provides excellent customer service and serves as the primary point of contact for departmental liaisons for accounting matters. + Handles assigned e-mail correspondence and telephone inquiries about purchasing, accounts payable, accounts receivable, payment cards, and travel within AABS established timeframes. + Maintains sufficient knowledge base needed to accurately answer questions and assist with the resolution of complex and unusual problems. + Understands the need for ongoing positive and professional relationships with department staff. Takes “ownership” of customer service responsibilities by following up and “closing the loop” on situations including, but not limited to, transactions, inquiries, and problems. + Provides one-on-one training with customers as requested. + Attends/leads monthly department meetings for customers assigned, as opportunities arise. + Communicates and distributes information pertaining to AABS processes and procedures. + Provides support to the Director and Business Administrators with special projects as they arise including preparation of presentations, drafting, and updating policies and procedures, auditing of business files, collecting information from a variety of sources for various needs. Drafts business related correspondence as needed. Purchasing + Provides advice to customers for purchasing depending upon dollar amount and type of goods or services being purchased. + Maintains extensive knowledge pertaining to TAMU Purchasing Guidelines and the purchasing system; assists customers with troubleshooting and all other system related inquiries. + Reviews items submitted via the Departmental Cover Sheet (DCS) for processing. + Identifies and resolves issues before approving for processing. + Maintains extensive knowledge of contract requirements and identifies situations when a contract may be required. + Prepares required forms and routes for further review and approval. + Works closely with departments who regularly submit contracts for review to ensure timeliness of review and final signature. + Liaise with customers, vendors, other AABS team members, Procurement Services, Contract Administration, and/or Financial Management Operations (FMO) as needed to investigate and correct errors and gather additional information to facilitate the purchasing process. Accounts Payable + Maintains extensive knowledge pertaining to TAMU Guidelines for the Disbursement of Funds and the accounts payable system; advises customers on best practices and use of AggieBuy system for payment of invoices; assists customers with troubleshooting and all other system related inquiries. + Reviews items submitted via the DCS for processing. + Identifies and resolves issues before approving for processing. + Works with customers, vendors, other AABS team members, and FMO, as needed, to investigate and correct errors, and gather additional information required to process payment, request removal of tax, or dispute items. + Follows-up and researches past due statements to determine if paid or if payment needs to be processed. Payment Cards + Maintains extensive knowledge pertaining to TAMU Guidelines for the Disbursement of Funds and TAMU Payment Card policies, procedures, rules, and regulations; advises customers on best practices and use of Payment Cards. + Reviews items submitted via the DCS for processing. Identifies and resolves issues before approving for processing. + Works with customers, vendors, other AABS team members, and FMO, as needed, to investigate and correct errors, and gather additional information required to process payment, request removal of tax, or dispute items and amounts. + Communicates with IT office, when needed, to obtain asset numbers for assets allocated. + Assists customers with new cardholder applications/cancellations, and increases/decreases limits on such cards per cardholder requests. Assists customers with process and necessary paperwork to dispute fraudulent charges. Account Reconciliations and Maintenance of Laserfiche Database + Reconciles accounts for assigned departments, in accordance with TAMU Standard Administrative Procedures and AABS established policies and procedures, identifying items for research/review/correction. + Completes the account reconciliations within 25 calendar days of FAMIS month end closing. + Researches and resolves any unusual or unidentified (reconciling) items within 90 days of the end of the month the transaction occurred in. + Helps to identify transactions that may be on an incorrect account. + Works with other team members or the department to make any necessary corrections. + Processes Departmental Correction Requests (DCRs) to correct previous transactions and move expenses to appropriate accounts. + Performances monthly “housekeeping” on assigned department folders in Laserfiche after monthly reconciliations. + Follows up and resolves outstanding encumbrances on customer accounts. + Updates Laserfiche database to add/delete categories/accounts throughout the year as needed for assigned departments. + Saves documents in the proper folders within the Laserfiche repository according to the prescribed naming conventions and processes that allow automated workflow to process them. + Assists with working the “Quality Assurance” folder in Laserfiche to complete any missing metadata fields so transactions can be properly filed. + Links documents (corrections, reduction to expense) as needed to their originating transaction back-up in Laserfiche for easy search capabilities. + Analyzes workflow of documents and makes suggestions for improvements or greater efficiencies within the system. Graduate and Professional School Business and Customer Service Functions + Supports the department in drafting new fiscal year plans for programmatic and internal operations. + Supports the updating, tracking, and processing of department financial commitments. + Assists the department with student travel coordination for Grad School sponsored conferences including preparing travel expense reports, as necessary. Travel + Maintains extensive knowledge pertaining to TAMU Guidelines for the Disbursement of Funds, General Travel Requirements, and the TAMU Travel System. + Advises customers on best practices, use of the travel system and related mobile applications, and makes suggestions for travel arrangements. + Assists customers with new cardholder applications/cancellations, and increases/decreases limits on such cards per cardholder requests. + Prepares customer travel expense reports on occasion, as necessary. Accounts Receivable + Maintains an extensive knowledge of accounts receivables and cash handling and communicates appropriate procedures to customers. + Ensures security of all funds and maintains segregation of duties as appropriate. + Maintains extensive knowledge regarding the iPayments system. + Prepares Interdepartmental Transfers (IDTs) as necessary to charge other TAMU department for goods or services provided. + Prepares internal and/or iPayment invoices to bill TAMU and non-TAMU entities for goods or services. + Communicates with department on status of payment and assists with collection efforts as needed. + Assists in the preparation of timely deposit of revenues and reduction to expense transactions to appropriate accounts. 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, and lived experiences . Embracing varying opinions and perspectives strengthens our core values (https://www.tamu.edu/about/coreValues.html) 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.  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 (https://www.tamus.edu/business/benefits-administration/medical/) , dental (https://www.tamus.edu/business/benefits-administration/dental/) , vision (https://www.tamus.edu/business/benefits-administration/vision-insurance/) , life and long-term disability insurance (https://www.tamus.edu/business/benefits-administration/life-add/) with Texas A&M contributing to employee health and basic life premiums + 12-15 days (https://employees.tamu.edu/employee-relations/leave/index.html) of annual paid holidays + Up to eight hours of paid sick leave (https://employees.tamu.edu/employee-relations/leave/paid/sick.html)  and at least  eight hours of paid vacation each (https://employees.tamu.edu/employee-relations/leave/paid/vacation.html) month + Automatically enrollment in the Teacher Retirement System of Texas + Health and Wellness: Free exercise programs and release time (https://flourish.tamu.edu/wellness-release-time/) + Professional Development: All employees have access to free  LinkedIn Learning (https://linkedinlearning.tamu.edu/)  training, webinars, and limited financial support to attend conferences, workshops, and more + Employee Tuition Assistance (https://livingwell.tamu.edu/employee-tuition-assistance/) and Educational Release time (https://employees.tamu.edu/employee-relations/leave/paid/educational.html) for completing a degree while a Texas A&M employee For additional information on benefits Click here (http://employees.tamu.edu/benefits/\_media/documents/200benefitsWellness101.pdf) 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.