Business Coordinator III

Job description

Job Title
Business Coordinator III

Texas A&M University - Corpus Christi

IT Business Services

Proposed Minimum Salary

Job Location
Corpus Christi, Texas

Job Type

Job Description


The Business Coordinator III position works under the general supervision the Director of Business Services with a full range of business activities including accounting, budgeting, purchasing and fiscal oversight for the Information Technology Division and serves as controller for assigned departments. The Information Technology Division has approximately 80 employees, an annual budget of $25 million allocated over 28 departments/sub-departments, and 61 financial accounts.


Financial Analysis:

  • Prepare and distribute periodic financial status and projection reports for assigned Information Technology (IT) departments, e.g. spend v budget, income/expense, etc.
  • Analyze financial data for assigned IT departments to generate key statistics and answer ad hoc inquiries.
  • Assist with data collection and preparation of monthly/annual reports and routine surveys for assigned IT departments, e.g., division presentations, quarterly budget reviews, etc.

Financial Account Management:
  • Monitor, analyze, and reconcile assigned IT departmental accounts.
  • Prepare adjusting/correcting budget and expenditure transactions.
  • Assist with budget development, budget management, budget requests, and fiscal requests for assigned IT departments.
  • Identify and recommend funding sources for unplanned purchases, proposed positions, and contracts
  • Prepare and track documents (such as financial system access and approval authorization forms, department budget requests, departmental correction requests, journal entries, etc.) to reallocate budgeted funds as required based upon spending for assigned IT departments.
  • Review assigned IT departmental expense reports, procurement card charges, travel reports, and purchase orders to ensure proper funding source.

  • Perform procurement for the assigned university and IT department.
  • Review requests for purchases for appropriate procurement method according to university guidelines and best practices.
  • Assist in the review contract bid quotes for accuracy and compliance to university guidelines.
  • Assist in the review and compare available cooperative contracts/service agreements for best buy for assigned IT departments based on contract owners and custodians needs, preferences, and determinations.
  • Ensure new contracts for assigned IT departments are processed correctly and timely through contract and purchasing systems including the creation of related purchase requests
  • Assist in ensuring all contracts have terms compliant to university requirements and IT Division preferences.
  • Assist in ensuring all contracts have been approved by appropriate IT Division personnel.
  • Coordinate with Contracting and Purchasing Sections.
  • Monitor contracted licenses/services and initiate renewal process to ensure no lapse in service.
  • Calculate estimated annual true-up costs for software licenses and hardware maintenance.
  • Backup the other Business Coordinator positions in preparation of purchase requisitions, procurement card reconciliations, payment processing, renewal notifications, and updating contract record/renewals automated database tracking system.

Contract Management:
  • Assist with the fiscal agent duties for the Texas Connection Consortium (TCC) master contract and related TCC member contracts to include the review of contract purchase orders submitted by TCC members for fiscal compliance to the master contract.
  • Prepare interagency/intra-system contracts for approximately 40 TCC member institutions
  • Perform accounts receivable duties related to the TCC master contract including the creation and submission of preliminary annual maintenance billings to TCC members, the preparation of invoices to TCC members for approved contract purchases, monitoring daily deposits, and initiating collections for aged accounts receivables for past due TCC member invoices.
  • Prepare and submit Extended Credit certification/reports to Accounting Services Section.
  • Perform accounts payable duties related to the TCC master contract including the resolution of billing discrepancies with the vendor and TCC member and creation vendor payment vouchers
  • Prepare financial analyses for TCC member contract purchases, cancellations, annual maintenance costs, TCC member contract amounts, and reconciliations to vendor detailed annual billing information.
  • Prepare financial statements for the TCC Board.
  • Prepare maintenance cancellation notices to vendor as requested by TCC members.

  • Perform accounts receivable duties related to the billing of tenants utilizing the university's telecommunication system including the creation of monthly billings to tenants, the preparation of invoices to tenants, monitoring daily deposits, and initiating collections for aged accounts receivables for past due tenant invoices.
  • Prepare and submit monthly Sales Tax report to Accounting Services Section.
  • Prepare and submit Extended Credit certification/reports to Accounting Services Section.

  • Create travel authorization and expense reports for staff of assigned IT departments
  • Serve as liaison for financial, purchasing and contract units for assigned IT departments
  • Coordinate and interact with other fiscal units and departments to complete other business duties as assigned.
  • Assist in the training of Information Technology Division staff for their responsible department related to budget, financial status, purchasing methods, processes and systems.
  • Create and maintain procedures for all duties assigned.
  • Perform other duties as assigned.

  • Bachelor's Degree in Accounting, Finance, Business Administration, or closely related field.
  • Four (4) years related experience in accounting, billing, collections, financial forecasts, and/or purchasing.
  • Additional education/experience may be used as a substitution for the minimum requirements to include:
    • Eight (8) years of related experience OR
    • Associates degree and six (6) years' experience OR
    • Bachelor's degree and four (4) years' experience OR
    • Master's degree and two (2) years' experience
  • Intermediate skills in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook).
  • Knowledge and ability to process billings, invoices, purchasing and contract modifications or amendments.
  • Ability to compile and accurately interpret data and ability to make independent judgments under limited supervision.
  • Excellent interpersonal and communication (written and verbal) skills to be able to multitask and work cooperatively with others. Excellent planning and organizational skills.

Preferred Qualifications:
  • Master's degree in Accounting, Finance, Business Administration, or closely related field.
  • Experience in developing and monitoring departmental budgets in higher education or state government.
  • Experience in contracting or purchasing position in state government.
  • Experience in reviewing contracts with financial terms and conditions.
  • Certified in Texas Contract Development and/or Certified in Texas Contact Management.

  • Commensurate

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/Affirmative Action/Veterans/Disability Employer committed to diversity.

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Job No:
Posted: 1/20/2021
Application Due: 1/29/2021
Work Type: Full Time