Business Coordinator I

Texas A&M University System • Brownwood, TX

5d • Onsite

About The Position

The 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.

Requirements

• Bachelor’s degree or equivalent combination of education and experience.
• Two years of related experience.
• Knowledge of word processing and spreadsheet applications.
• Interpersonal and communication skills.
• Planning and organizational skills.
• Ability to multitask and work cooperatively with others.
• Must have or be able to obtain a valid driver's license and be qualified to drive a State vehicle when required by the position.

Nice To Haves

• Knowledge of general business administration, financial operations, and office practices.
• Knowledge of or ability to learn University and AgriLife Extension policies and procedures.
• Ability to accurately process, reconcile, and maintain financial and administrative information.
• Ability to learn and apply financial procedures, internal controls, and separation-of-duties requirements.
• Strong organizational skills and attention to detail.
• Ability to prioritize and manage multiple tasks and deadlines.
• Strong written and verbal communication skills.
• Ability to provide professional, courteous, and responsive customer service.
• Ability to establish and maintain effective working relationships with coworkers, clients, vendors, University personnel, and the public.
• Ability to maintain confidentiality of sensitive information.
• Ability to work independently while also functioning effectively as part of a team.
• Strong problem-solving skills and sound judgment.
• Ability to identify opportunities for process improvement and recommend practical solutions.
• Ability to interact professionally with individuals and groups from diverse backgrounds and with varying needs.
• Proficiency with computers and common office software or ability to learn required systems.
• Ability and willingness to learn new software, systems, and procedures.
• Reliable, dependable, and committed to providing high-quality service.
• Ability to represent the Texas 4-H Center in a positive, professional, and customer-focused manner.

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.
• Works collaboratively with the other Business Coordinator I and other Center staff as an integrated Business Services team.
• Maintains working knowledge of the major duties and responsibilities performed by the other Business Coordinator.
• Participates in ongoing cross-training in accounts payable, purchasing, invoice processing, requisitions, vouchers, and other Business Services functions.
• Provides appropriate backup coverage during vacation, illness, vacancy, increased workload, or other staff absences.
• Follows all applicable University and AgriLife financial controls and separation-of-duties requirements when providing backup support.
• Shares information and knowledge with the Business Services team to support consistent and effective Center operations.
• Communicates effectively and assists coworkers in meeting Center goals.
• Takes ownership of assigned responsibilities and follows tasks through to completion.
• Assists with training and onboarding of new employees, student workers, or temporary staff as assigned.
• Identifies opportunities to improve customer service, administrative processes, and operational efficiency.
• Participates in team planning and problem-solving related to Center business and administrative operations.
• Works cooperatively with Center leadership and all departments to support the overall mission and success of the Texas 4-H Center.
• Follows University, AgriLife Extension, and Texas 4-H Center safety policies and procedures.
• Supports a safe environment for participants, staff, volunteers, and guests.
• Assists with programs, camps, conferences, special events, and other Center activities as needed.
• Supports administrative and logistical needs associated with programs and events.
• Performs other job-related duties as required.

Benefits

• Health, dental, vision, life and long-term disability insurance (AgriLife contributes to premiums)
• 12–15 annual paid holidays
• Up to 8 hours/month sick leave and at least 8 hours/month vacation
• Automatic enrollment in the Teacher Retirement System of Texas
• Employee Wellness Initiative
• Access to ongoing professional development and training through Aspire, LinkedIn Learning, and internally developed programs

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level