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Job Title

Business Coordinator II

Agency

Texas A&M University

Department

Finance-Vet Hospital

Proposed Minimum Salary

Commensurate

Job Location

College Station, Texas

Job Type

Staff

Job Description

A Glimpse of the Job

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

Essential Duties/Tasks:

Purchasing

+ Processes financial transactions by placing orders with vendors and entering purchasing requisitions into AggieBuy (Texas A&M’s purchasing system) or utilizing departmental credit cards for equipment or items above purchasing team.

+ Serves as a liaison between vendors and FMO to setup vendors in the AggieBuy system Processes credit card reports to include appropriate allocations, itemizations, and the assigning of appropriate purchasing codes to purchases made on departmental credit cards.

+ Ensures all state documentation for purchases has been obtained and complete prior to purchase.

+ Ensures receiving of product is completed in AggieBuy and VMIS systems as appropriate and communicates with fellow team members when discrepancies are found so appropriate updates can be made.

+ Makes recommendations to VMTH Finance Team Leadership regarding process and system improvements.

Fiscal Management

+ Reviews open commitment reports on a weekly basis. Investigates any commitments greater than 30 days and takes appropriate corrective action to ensure products are arriving in a timely manner or credit memos have been requested accordingly.

+ Reviews matching exception report on a daily basis, investigates any discrepancies, and takes appropriate corrective action to ensure matching requirements are met prior to payment issuance.

+ Process changes requests in AggieBuy to release outstanding encumbrances once all products have been received/invoice(s) paid on a purchase order. Reconcile expense and revenue accounts across multiple internal and external Texas A&M University systems, ensuring accuracy and integrity of financial data, and collaborating with cross-functional teams to identify and correct discrepancies.

Customer Service

+ Communicates with vendors regarding invoice payment statuses as needed.

+ Responds to inquiries from hospital service area supervisors and serves as a liaison with Procurement Services, FMO, and Vendor Setup.

+ Responds promptly to questions from hospital service areas regarding order status.

+ Communicates effectively with hospital staff to ensure they are familiar with purchasing, payment card, and travel disbursement rules.

Accounts Payable

+ Reviews invoice materials for accuracy, obtains additional documentation to meet state guidelines, and allocates invoices to appropriate VMTH accounts as needed. Associates' vendor invoices with the appropriate AggieBuy purchase order requests, service agreements, or master orders to meet matching requirements.

+ Communicates A/P policies and procedures to VMTH personnel as needed. Reviews monthly/quarterly invoices from outside labs for accuracy and ensure the appropriate VMTH hospital and client accounts are billed for service charges.

+ Participates in the hiring and training of business staff and/or student workers and may provide supervision.

What you need to know

Salary: Compensation will be commensurate to selected hire’s experience.

Special Instructions: A cover letter and resume are strongly recommended. You may upload these in the CV/Resume section.

Required Education and Experience

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

+ Three years of related experience in general office, accounting, or personnel operations.

Preferred Qualifications

+ Experience with Purchasing, AggieBuy, and Canopy/FAMIS.

+ Working knowledge of Microsoft Office products, Outlook, and current versions of internet browsers.

+ Ability to perform extensive searches.

+ Knowledge of processing orders/payments through AggieBuy and Concur.

+ Basic knowledge of the accounts payable and receivable process.

+ Strong knowledge of TAMU and AgriLife system policies.

+ TAMU/AgriLife disbursement procedures/policies and A/R and A/P procedures

Knowledge, Skills, and Abilities

+ Ability to multi-task and work cooperatively with others.

+ Working knowledge of spreadsheet and word processing software programs.

+ Interpersonal and communication skills.

+ Good planning and organizational skills.

+ Well organized and attention to detail and accuracy.

Other Requirements and Factors

+ This position is security sensitive.

+ This position requires compliance with state and federal laws/codes and Texas A&M University System/TAMU policies, regulations, rules and procedures.

+ All tasks and job responsibilities must be performed safely without injury to self or others in compliance with System and University safety requirements.

Why Texas A&M University?

Texas A&M University is committed to enriching the learning and working environment by promoting a culture that respects all perspectives, talents & lived experiences. Embracing varying opinions and perspectives strengthens our core values (https://www.tamu.edu/about/coreValues.html) which are: Respect, Excellence, Leadership, Loyalty, Integrity, and Selfless Service.

We are a prestigious university with strong traditions, Core Values, and a community of caring and collaboration.  Amenities associated with a major university, such as sporting and cultural events, state-of-the-art recreation facilities, the Bush Library and Museum, and much more await you.  Experience all that a big city has to offer but with a reasonable cost-of-living and no long commutes.

+ Health (https://www.tamus.edu/business/benefits-administration/medical/) , dental (https://www.tamus.edu/business/benefits-administration/dental/) , vision (https://www.tamus.edu/business/benefits-administration/vision-insurance/) , life and long-term disability insurance (https://www.tamus.edu/business/benefits-administration/life-add/) with Texas A&M contributing to employee health and basic life premiums

+ 12-15 days (https://employees.tamu.edu/employee-relations/leave/index.html) of annual paid holidays

+ Up to eight hours of paid sick leave (https://employees.tamu.edu/employee-relations/leave/paid/sick.html)  and at least  eight hours of paid vacation each (https://employees.tamu.edu/employee-relations/leave/paid/vacation.html) month

+ Automatic enrollment in the Teacher Retirement System of Texas

+ Health and Wellness: Free exercise programs and release time (https://flourish.tamu.edu/wellness-release-time/)

+ Professional Development: All employees have access to free  LinkedIn Learning (https://linkedinlearning.tamu.edu/) training, webinars, and limited financial support to attend conferences, workshops, and more

+ Employee Tuition Assistance (https://livingwell.tamu.edu/employee-tuition-assistance/) and Educational Release time (https://employees.tamu.edu/employee-relations/leave/paid/educational.html) for completing a degree while a Texas A&M employee

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.