Business Coordinator III

Texas A&M University System•Corpus Christi, TX

1d•$56,000•Onsite

About The Position

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. Learn more information here! PURPOSE Reporting to the Dean of University Libraries, the Business Coordinator III leads a team responsible for the financial planning and oversight for the Mary and Jeff Bell Library. Under the direction of the Dean, the position coordinates and oversees the following functional areas of the Bell Library: financial management & analysis, people & resource management, and purchasing DESCRIPTION Functional Area 1: Financial Management & Analysis Percent Effort: 45% Job Duties In consultation with the Dean of University Libraries, responsible for coordinating the university libraries’ budget. Develops, compiles, analyzes, projects, and monitors the budget. Authors regular and ad hoc financial reports for the Dean and other personnel. Advises the Dean and the library leadership team regarding possible impact of current and future business decisions. Ensures accountability of budgets, approvals, reporting, and financial strategic planning and sustainability. Oversees preparation and management of all library expenditures, including but not limited to transfers, adjustments/corrections, Workday, Concur, and IslanderBuy, and recommends financial control systems for revenue-generating activities. Proactively proposes solutions to financial problems and errors. Collaborates with the Dean, or designee, to coordinate externally funded activities of the library, providing pre- and post-award financial management support to library faculty and staff while ensuring compliance with university policies. Works with the Division of Research and Innovation as appropriate. Coordinates and oversees cash handling activities of the library. Communicates cash handling policies and procedures within the library. Oversees deposits and monthly sales tax reports. Coordinates third party billing activities for the library. Compiles a monthly past due invoice report at the beginning of each month and follows up with each end user/agency to ensure timely payment of invoices. Coordinates professional development and travel expenses for all library employees. Assists employees with submitting travel requests and expense reports. Coordinates fiscal year closing activities and drafts new fiscal year plans. Anticipates and oversees the collection of information and submission of information to appropriate TAMU-CC departments such as HR, Budget, Accounts Receivable, or Accounts Payable. Represents the library in university committees and other planning groups related to finance and administration and serves as the library’s main liaison to accounting services, central budget planning, procurement, Bursar, and other units. Functional Area 2: People & Resource Management Percent Effort: 25% Job Duties Coordinates personnel actions for library employees, ensuring paperwork and approvals are obtained. Coordinates on-boarding/off-boarding processes including verifying eligibility (workstudy, graduate assistantships), obtaining necessary documentation for employment, etc. Ensures processes are completed in compliance with required timelines. Plans for future staffing needs for the library. Coordinates commitments of staff and funds to the accomplishment of project goals, objectives, and ‎professional development activities. Provides leadership and direction for library employees regarding grants, contracts, and various funding sources. Serves as a resource regarding HR, procurement, and travel processes. Serves as designated approver for several business processes (e.g., Pcard expense reports, building and key access, Workday transactions for non-budgeted pins). Provides timely communications to library employees regarding changes to existing University processes and procedures and potential impact for the library. Supervises one full-time staff and 1-2 student employees. Provides direct support and leadership for assigned staff through ongoing performance ‎feedback, goal setting, and development plans. Functional Area 3: Purchasing Percent Effort: 20% Job Duties Reviews requests for purchases for appropriate procurement method according to university guidelines and best practices. Recommends products or goods based upon best value for departmental needs. Works with library departments and vendors to investigate and correct errors related to requisitions, purchase orders, invoicing, and vouchers. Ensures that all university rules are being followed by Pcard holders, and that the purchases are within allowed guidelines. Oversees reconciliation of Pcard transactions for Pcard holders in the library. Serves as a resource for library employees regarding purchasing procedures and regulations, ensuring compliance with university and system requirements. Functional Area 4: Other Percent Effort: 10% Job Duties Maintains an understanding of academic library practices and trends. Establishes, maintains, and applies up-to-date knowledge of relevant standards, industry trends, and the policies and practices of the State of Texas, TAMU System, and TAMU-CC. Attends training to ensure best practices and expand knowledge base. Coordinates training of library employees relative to budget, financial status, purchasing methods, processes, systems, etc. Ensures internal documentation, guidelines, and practices related to financial processes are kept up to date and compliant with university and system policies. Leads or serves on Library, University, and System committees. Processes and maintains complex confidential matters. Special projects and other duties as assigned.

Requirements

Bachelor’s degree in applicable field.
Four (4) years of related work experience.
Additional experience may be considered as a substitution for the minimum education requirements.
Associates degree and six (6) years of related work experience.
Evidence of a strong commitment to service excellence.
Experience working collaboratively in a dynamic environment.
Evidence of analytical skills relevant to the interpretation of budgetary, financial, and related management information.
Evidence of outstanding written and oral communication skills and interpersonal skills.
Knowledge of modern office practices, procedures, and tools.
Experience working in position(s) that require maintaining confidentiality.
Evidence of ability to appropriately plan and prioritize work activities to meet deadlines and goals.

Nice To Haves

Master’s degree in applicable field.
Basic knowledge of sponsored research and grants budgeting principles and allowable cost guidelines and contracts.
Knowledge of developments in higher education, scholarly processes, and issues facing academic research libraries.
Leadership experience and evidence of outstanding supervisory skills.
Evidence of creative & innovative problem-solving skills.
Knowledge of TAMU System regulations and Texas A&M University-Corpus Christi rules and procedures.

Responsibilities

Responsible for coordinating the university libraries’ budget.
Develops, compiles, analyzes, projects, and monitors the budget.
Authors regular and ad hoc financial reports for the Dean and other personnel.
Advises the Dean and the library leadership team regarding possible impact of current and future business decisions.
Ensures accountability of budgets, approvals, reporting, and financial strategic planning and sustainability.
Oversees preparation and management of all library expenditures
Proactively proposes solutions to financial problems and errors.
Collaborates with the Dean, or designee, to coordinate externally funded activities of the library
Coordinates and oversees cash handling activities of the library.
Communicates cash handling policies and procedures within the library.
Oversees deposits and monthly sales tax reports.
Coordinates third party billing activities for the library.
Compiles a monthly past due invoice report at the beginning of each month and follows up with each end user/agency to ensure timely payment of invoices.
Coordinates professional development and travel expenses for all library employees.
Assists employees with submitting travel requests and expense reports.
Coordinates fiscal year closing activities and drafts new fiscal year plans.
Anticipates and oversees the collection of information and submission of information to appropriate TAMU-CC departments such as HR, Budget, Accounts Receivable, or Accounts Payable.
Represents the library in university committees and other planning groups related to finance and administration and serves as the library’s main liaison to accounting services, central budget planning, procurement, Bursar, and other units.
Coordinates personnel actions for library employees, ensuring paperwork and approvals are obtained.
Coordinates on-boarding/off-boarding processes including verifying eligibility (workstudy, graduate assistantships), obtaining necessary documentation for employment, etc.
Ensures processes are completed in compliance with required timelines.
Plans for future staffing needs for the library.
Coordinates commitments of staff and funds to the accomplishment of project goals, objectives, and ‎professional development activities.
Provides leadership and direction for library employees regarding grants, contracts, and various funding sources.
Serves as a resource regarding HR, procurement, and travel processes.
Serves as designated approver for several business processes (e.g., Pcard expense reports, building and key access, Workday transactions for non-budgeted pins).
Provides timely communications to library employees regarding changes to existing University processes and procedures and potential impact for the library.
Supervises one full-time staff and 1-2 student employees.
Provides direct support and leadership for assigned staff through ongoing performance ‎feedback, goal setting, and development plans.
Reviews requests for purchases for appropriate procurement method according to university guidelines and best practices.
Recommends products or goods based upon best value for departmental needs.
Works with library departments and vendors to investigate and correct errors related to requisitions, purchase orders, invoicing, and vouchers.
Ensures that all university rules are being followed by Pcard holders, and that the purchases are within allowed guidelines.
Oversees reconciliation of Pcard transactions for Pcard holders in the library.
Serves as a resource for library employees regarding purchasing procedures and regulations, ensuring compliance with university and system requirements.
Maintains an understanding of academic library practices and trends.
Establishes, maintains, and applies up-to-date knowledge of relevant standards, industry trends, and the policies and practices of the State of Texas, TAMU System, and TAMU-CC.
Attends training to ensure best practices and expand knowledge base.
Coordinates training of library employees relative to budget, financial status, purchasing methods, processes, systems, etc.
Ensures internal documentation, guidelines, and practices related to financial processes are kept up to date and compliant with university and system policies.
Leads or serves on Library, University, and System committees.
Processes and maintains complex confidential matters.
Special projects and other duties as assigned.

Benefits

Medical $0 - $30 per month for Employee Only coverage after university contribution ($920 value). Up to 83% of premium covered by the university: Employee and Spouse Employee and Children Employee and Family coverage
Dental & Vision
Life Insurance, Accidental D&D, Long Term Disability, Flexible Spending Account and Day Care Spending Account
On-campus wellness opportunities
Dual Career Partner Program
Work Life Solutions: Counseling, Work Life Assistance, Financial Resources, and Legal Resources
Tuition Benefits: Public Loan Forgiveness Book scholarships 100% tuition coverage for up to 18 credit hours per fiscal year (other rules may apply).
Retirement Teacher Retirement System of Texas (TRS) or Optional Retirement Plan (ORP)
Voluntary Tax Deferred Account/Deferred Compensation Plan
Time Off: 8+ hours of vacation paid time off every month. 8 hours of sick leave time off every month. 8 hours of paid time off for Birthday leave. 12-15 paid holidays each year.