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Job Title

Business Coordinator III

Agency

Texas A&M University

Department

Academic Accounting and Business Services

Proposed Minimum Salary

Commensurate

Job Location

College Station, Texas

Job Type

Staff

Job Description

A Glimpse of the Job

The Business Coordinator III serves as the fee processing expert for the Office of Admissions, overseeing report production, reconciliation, and error resolution. The role includes coordinating with other departments for fee routing, developing procedures, and communicating updates to the Fees staff. Responsibilities also involve hiring and training staff, implementing changes based on university, federal, and state regulations, and maintaining access to student records in Compass and AIS to monitor completion and correct errors. This position will also provide customer support to assigned departments serviced by Academic Accounting and Business Services by responding to customer inquiries, assisting customers in making decisions, and troubleshooting related to purchasing, accounts payable, accounts receivables, payment cards, and travel.

Essential Duties/Tasks

Business Coordination and Oversight

+ Provide leadership for the Fees Office. Assess progress daily to stay current with Admission Processing timeline and goals

+ Serve as high-level contact for business matters for the office of Admissions with offices such as Scholarships and Financial Aid, Financial Management Operations (FMO), New Student and Family Programs, Enterprise Information Services (EIS), etc.

+ Answer Fee Processing phone inquiries

+ Reconcile multiple reports including but not limited to the Applicant Information System (AIS), Fly Wire, Transact/Common App, New Student Conference Reports and other offices on campus.

+ Retain extensive records for auditing purposes

+ Answer questions submitted in AIS as well as email from external and internal customers

+ Annual PCI compliance certification

Purchasing, Accounts Payable, Payment Cards, Travel for Assigned Departments

+ Maintains extensive knowledge of TAMU Guidelines for the disbursement of funds, procurement, accounts payable and payment card policies, procedures, rules and regulations

+ Advises customers on purchasing issues and best practices for use of AggieBuy system and/or use of TAMU payment cards

+ Reviews items received from customer units for processing in AggieBuy

+ Identifies and resolves issues before approving transactions for processing

+ Works with customers, vendors, other AABS team members, and Financial Management Operations (FMO), as needed to develop, monitor and report budgeting activity, investigate and correct errors, and gather additional information required to process payment, request removal or tax, or dispute items and amounts

+ Plans, develops, implements, coordinates, and monitors programs or services

+ Coordinates purchasing activities

Student File Resolution Services

+ Oversee and provide resolution of incorrect student transactions, including refunds and erroneous submissions

+ Supervise and serve as back up for staff contacting students to rectify erroneous payments

+ Oversee fee waivers and update and restructure internal policies to maintain University, federal and state mandates, as well as the needs of the Admissions Processing workflow

+ General knowledge of the application process and answer basic questions for perspective students

Staff Supervision and Training

+ Supervise office and staff within a locked unit that processes incoming and outgoing funds

+ Ensure security of devices used to process card transactions

+ Train staff on strict guidelines that must be followed in this specialized unit

+ Maintain the confidence of all Admissions Processing leadership that the measures put in place within the area are accurate and accountable

+ Relay University, federal and state guidelines to staff

Collaboration

+ Collaborate with various offices to keep informed all issues on campus and those concerned with incoming students

+ Keep in close contact with Admissions Processing staff to communicate needs and issues with incoming fee waivers and application fees

+ Work with Associate Director on New Student Conference fees and reports

+ Work with IT on projects related to Admissions fees

+ Attendance at Admissions and AABS training and staff meetings

Mentor/Resource for Other Accounting Team Members

+ Act as resources to answer questions related to the reconciliation of scholarship or loan accounts, processing of purchasing, accounts payable, accounts receivable, payment cards, and travel transactions

+ Serves as a resource/mentor to members on job responsibilities, suggestions, and troubleshooting

+ Participates in team meetings and professional development courses as necessary

+ Trains other staff and student workers

+ Act as back-up for other business staff as needed

What you need to know

Salary: C ommensurate

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

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

Preferred Qualifications

+ Bachelor’s degree in business, accounting, human resources or related field

+ Some higher education experience related to TAMU experience in a business role

+ Experience using FAMIS, AggieBuy, Canopy, Banner/Compass, Emburse, Workday, Laserfiche, Business Objects, Credit Card Processing, Excel etc.

+ Bilingual (Spanish)

Knowledge, Skills, and Abilities

+ Knowledge of word processing and spreadsheet applications

+ Ability to use spreadsheet software to compile, compute, organize and present data for use in reports and other tracking activities

+ Planning and organizational skills

+ Excellent oral and written communication skills, demonstrating a knowledge of proper spelling, grammar, punctuation, and sentence structure to ensure that written communication is clear, concise, and error free

+ Ability to prepare and make presentations

+ Strong phone communication skills, active listening, and the ability to effectively respond to inquiries, provide accurate information, and resolve issues.

+ Ability to establish and maintain cooperative working relationships with other Academic Accounting & Business Services’ team members and TAMU internal and external customers

+ Ability to multi-task and work cooperatively with others

+ Maintains professionalism and confidentiality while handling sensitive or complex topics, and ensures timely follow-up as needed

Other Requirements and Factors

+ This position is not currently eligible for Alternative Work Location

+ Limited availability to take time off during peak times August-December

+ 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

Instructions to Applicants: Applications received by Texas A&M University must either have all job application data entered or a resume attached. Failure to provide all job application data or a complete resume could result in an invalid submission and a rejected application. We encourage all applicants to upload a resume or use a LinkedIn profile to pre-populate the online application.

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.