Business Coordinator I

Agency

Department

What we want

The Business Coordinator I provides support and coordination of a variety of business activities requiring independent judgment, including reviewing business documents and assisting in developing, monitoring, and reporting accounts and budget data as directed by supervisor.

What you need to know

Responsibilities

Business/Financial Support

• Coordinates and processes department purchases and payments, including conducting price comparisons and analyses prior to purchase.

• Monitors expenses and payments in the workflow and follows up on the statuses.

• Maintains a strong working relationship with departments within the Division of Finance and Business Services and the Healthy South Texas Business Office, ensuring timely and accurate responses to inquiries.

• Works closely with vendors regarding vendor setup and status of payment, etc.

• Serves as the department delegate and coordinates all travel-related activities, allocates all expenses and processes the mileage reimbursements.

• Ensure all expense reports are submitted accurately and receive full approval.

• May serve as a backup approver/signer of vouchers and requisitions.

• Reviews and audits reconciliations of all unit accounts and coordinates any cash handling activities for the department.

• Assists with the annual fiscal year closing activities.

• Coordinates the annual inventory process and maintenance of business files.

• Attend business related training’s/workshops and stay abreast of any business/financial changes or updates.

• Responsible for all business processes for department employees including access requests and one card applications, etc. 

• May assist with the administration of contracts and grants.

• Assists the Business Administrator with implementing and ensuring compliance with new business and financial processes.

• Assists the Business Administrator with all fleet-related functions.

Administrative Support

• Assists with a range of clerical and administrative tasks, including reception coverage, during the absence of the administrative staff to include making spot purchases for the department and/or programs.

• Provides input on policies and assists in interpreting policies and procedures.

• Assists in planning, developing, implementing, coordinating, and monitoring business programs or services.

• May assist in training staff on new and existing business procedures and provide policies and regulations to staff.

• Assist with operational logistics to include move-related tasks or off-site storage units.

• May serve as a liaison with financial, payroll, and/or human resources.

Financial Reporting

• Supports the Business Administrator by monitoring and reporting budget activity and assisting with the preparation of monthly and annual financial reports through the collection, organization, and analysis of information from multiple sources.

• Assist in the development and preparation of department budgets. 

Required Education and Experience

• Bachelor’s degree or equivalent combination of education and experience.  

• Two years of related experience in general office, accounting, or personnel operations. 

Preferred Qualifications

• Bilingual (English & Spanish)

• Bachelor's degree in accounting, finance, or related field.

• Experience in budgeting, financial reporting, accounts payable, and reconciliation processes.

• Experience in office administration.

• Experience in a business/finance role in a higher education institution. 

• A Class “C” vehicle operator’s license or ability to obtain within 30 days of employment.

Knowledge, Skills, and Abilities

• Working knowledge of budgeting, financial reporting, accounts payables and reconciliation processes.

• Working knowledge of office software/programs e.g. Microsoft Office Suite.

• Ability to effectively communicate both orally and in writing.

• Ability to positively and professionally interact with clients and staff.

• Ability to multitask and work cooperatively with others.

• Strong interpersonal and organizational skills.

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/Veterans/Disability Employer.