Business Coordinator

Texas Tech University•Lubbock, TX

About The Position

Performs coordinative work in the business or administrative operation of a specific department or college. Responsibilities involve the coordination and supervision of the various functions and aspects of a department as well as the monitoring operational procedures. Work is performed under general supervision with evaluation based on results obtained. May supervise staff or student assistants. The business coordinator serves the College of Media & Communication in the areas of human resources, compliance, finance, and procedure development. Reporting to the College’s Director of Finance (and in consistent communication with the Associate Dean for Faculty and Academic Affairs and the Associate Dean for Research and Graduate Affairs), this position collaborates and coordinates with another business coordinator in the dean’s office to ensure that all hiring, payroll actions, appointment updates, and contract renewals align with both institutional policy and college/departmental budgets. This position serves as the primary HR liaison between the college and its constituent departments, as well as the college and external units on campus. In addition, this position serves as the College’s key staff member for post-award grant administration and support.

Requirements

Bachelor's degree plus two (2) years related experience; OR a combination of education and/or progressively responsible related experience to equal six (6) years.

Responsibilities

Prepare, track, and verify electronic personnel action forms (ePAFs) for hiring, salary adjustments, additional compensation, effort allocation changes, and funding-source updates for (a) both new and existing graduate students, (b) faculty with administrative appointments, (c) college-appointed staff, and (d) part-time student assistants working in college-level units (e.g., CoMC Technology Support Services, KTXT-FM).
Process separations and retirements for college-appointed staff and faculty, ensuring that appropriate off-boarding procedures are followed, to include return of university assets and revocation of university accesses.
Work with departmental administrative assistants (and search committees as appropriate) to: Coordinate recruitment activities for full-time faculty and staff with university HR and the Office of Faculty Success; Support onboarding, orientation, and access setups as needed to ensure smooth integration of new personnel; Coordinate visa processing and immigration documentation (e.g., H-1B, J-1) for full-time international faculty and scholars in partnership with the campus Office of International Affairs; and Verify electronic personnel action forms (ePAFs) for hiring, salary adjustments, additional compensation, effort allocation changes, funding-source updates, retirements, and separations.
Provide comprehensive financial and administrative support for externally funded grants and contracts by partnering with Principal Investigators (PIs) and the Office of Research Services (ORS)/Office of Research Administration (ORA).
Provide portfolio management support and proactive financial consultation to help faculty PIs manage multiple sponsored projects strategically while maintaining sponsor and university compliance.
Create and maintain a grant management dashboard for each faculty PI to support ongoing portfolio management.
Prepare and provide monthly budget reports and review them with each faculty PI to support informed financial decision-making and strategic expenditure planning (e.g., funding sources, payroll plans, key deadlines and expiration dates, unique grant requirements).
Serve as the primary post-award liaison for faculty PIs, coordinating grant-related administrative issues with the appropriate university offices and escalating as appropriate to the College’s Financial and HR Manager when dealing with VP-level offices.
Review awarded grants to verify budget established by ORS/ORA, cost-sharing or matching requirements, and subaward agreements and related obligations.
Coordinate with faculty and ORS/ORA to ensure all financial requirements are met for grant close out and final reporting.
Collaborate with CoMC business coordinator for budget on purchase orders, invoice payments, p-card reconciliations, payments to research participants, travel approvals and reimbursements, and other fiscal transactions involving usage of grant funds.
Coordinate the administrative aspects of grant-funded outreach, dissemination, and engagement activities in collaboration with appropriate CoMC staff in those areas (e.g., marketing communications, community outreach and engaged learning, events planning, alumni relations and development, Center for Communication research).