Business Coordinator I

Texas A&M University System•San Antonio, TX

3d•Onsite

About The Position

The Business Coordinator for the Department of Natural Sciences is a vital team member responsible for ensuring the smooth, efficient, and compliant operation of the department’s administrative and business functions. This role provides comprehensive and advanced support to the department chair, faculty, and staff by integrating core administrative functions, such as scheduling, recordkeeping, event coordination, and correspondence, with fiscal, personnel, and operational oversight. The position assists in managing departmental financial activity and serves as a liaison with financial, payroll, and human resources offices to support personnel actions, onboarding, and compliance. It also coordinates purchasing and inventory, supports hiring and training processes, assists with contract and grant administration, maintains business and personnel records, and interprets and applies university policies to ensure efficient and compliant operations. The role also provides direct administrative support to departmental and programmatic activities, including seminars, and special College of Arts & Sciences events. Working collaboratively within the College of Arts & Sciences, the Business Coordinator must be highly organized, detail-oriented, and capable of managing complex, sensitive, and concurrent priorities while serving as a primary point of contact for departmental operations.

Requirements

Bachelor’s degree.
Two (2) years of related experience.
Knowledge of word processing, spreadsheet, and database applications.
Ability to work with sensitive information and maintain confidentiality.
Ability to manage multiple priorities, work independently, and collaborate effectively in a fast-paced environment.
Strong critical thinking skills with the ability to prioritize tasks appropriately.
Demonstrated initiative and follow-through on tasks, communications, and assigned responsibilities.

Nice To Haves

Five (5) years administrative or office management experience, preferably in an academic or educational setting.
Experience with hiring processes, including recruiting and onboarding, is a plus.
Experience with budgeting and financial systems.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with university administrative software (e.g., Concur/Emburse, Jira, Canopy) is preferred.

Responsibilities

Reviews both personal and departmental requisitions, invoices, travel requests, and expense reports; monitors and reports on departmental and programmatic budget activity.
Coordinates annual fiscal year closing activities and assists in managing routine fiscal operations.
Communicates and oversees procurement card handling procedures, implements and coordinates purchasing activities, conducts inventory processes, and manages business files.
Proposes solutions to routine financial issues.
May assist with administration of contracts and grants, including budget management and financial analysis of accounts.
Serves as a liaison with financial, payroll, and human resources offices to support personnel actions, payroll processing, onboarding, and compliance.
Coordinates personnel activities, maintains personnel files, and tracks hiring approvals, renewals, terminations, and visa processing for faculty, staff, and graduate teaching assistants.
Coordinates and supports hiring processes for faculty, staff, and student workers, including posting positions, collecting application materials, scheduling interviews, coordinating logistics with search committees and candidates, and assisting with hiring documentation.
May participate in training departmental hires on business procedures and applicable policies.
Provides administrative support to the department chair, faculty, staff, and students, including meeting coordination, interdepartmental communication, inventory of office supplies, file and record management, facility work orders, and responding to general inquiries.
Supports administration of departmental and programmatic projects.
Provides front-facing support for the College of Arts and Sciences by fielding questions and routing visitors to the appropriate offices.
Provides input on and interprets policies and procedures.
Drafts, composes, proofs, and manages correspondence on behalf of the department chair and faculty, including faculty appointment and reappointment letters, and facilitates document routing and signature processes.
Assists the department chair and faculty with coordinating seminars, special events, and guest travel, including booking travel, securing space, and arranging logistics.
Provides some event support for the College of Arts & Sciences.
This position may require supervision of student workers.