Job location: San Antonio TAMUSA

Employment Type: Full-time
Posted data: 2021-04-19
Req: R-037070
Job Title

Business Administrator II for the Vice President of Business Affairs

Agency

Texas A&M University - San Antonio

Department

Office Of The Vp For Business Affairs

Proposed Minimum Salary

Commensurate

Job Location

San Antonio, Texas

Job Type

Staff

Job Description

Under the general supervision of the Vice President for Business Affairs (VPBA), the Business Administrator II provides complex support and administrative assistance with moderate latitude for the use of initiative and independent judgment. Position also includes assisting other departmental areas within Business Affairs, as needed. The Business Administrator will have contact with high-level administrative offices requiring use of business vocabulary, tact, discretion and judgment. The Business Administrator manages the full range of business activities, including reviewing and approving business documents and developing, monitoring, and reporting accounts, budgets and other quantitative data. Must provide excellent customer service to both internal and external customers. The incumbent is entrusted with confidential department and university information and work involves coordinating high-level administrative operations of the department.

This position typically works Monday-Friday; 8 a.m. – 5 p.m. May work beyond normal office hours to include evening, weekend, and peak times.

Responsibilities:

• Provides complex support and general office management duties in the Division of Business Affairs requiring initiative and independent judgment. Must provide excellent customer service to both internal and external customers. Assists other departmental areas in the division as needed. Works with a great deal of sensitive data pertaining to the department and university information. This position must exhibit independent and sound decision making on complex and non-routine matters. Will have some oversight in ongoing activities dealing with institutional procedures and processes related to the division.

• Ensures accuracy and relevancy of complex data to include reports, publications, and support materials by communicating with university personnel including departments within Business Affairs. Supports other departmental areas in the division as needed to include proof-reading documents and forms for accuracy. Solicits input and creates meeting agendas; organizes and prepares meeting materials, and presentations. Records, documents, distribute and stores meeting minutes for various committees within Business Affairs.

• Plans, implements, coordinates, monitors, and evaluates policies and procedures and monitors compliance with policies and procedures. Develops and approves schedules, priorities and standards for achieving goals. May serve as an office manager. Coordinates and evaluates business function, division, or department activities.

• Maintains appointment calendar for VPBA. Schedules meetings and webinars, arranges conference calls, and reserves meeting areas and events. Organizes and maintains data relative to Business Affairs' intranet calendar. Works with Communications to ensure that appropriate events and activities are sent to University Events Calendar. Ensures internal announcements for events and activities are disseminated.

• Maintains General Calendar to include due dates for internal and external reports and renewals, conference and invitational events at which Business Affairs must have a presence, submission dates for procedure and process guideline reviews, and other items related to Business Affairs.

• Maintains assigned equipment. Ensures that purchase requests are processed correctly. Monitors and oversees the Division's budget to include tracking expenses, paying bills, and reconciling. Ensures budget requirements are met and related policies and regulations are followed. Serves as an approver and back-up signer of vouchers and requisitions. Reviews and approves account reconciliations of departmental accounts Reviews and recommends expenditures for the Vice President's approval and signature. Responsible for completion of travel arrangements, event support, requests, vouchers, and reconciliation of travel cards for Business Affairs and other departmental areas within the division.

• Oversees records management for the VPBA and manages maintenance of department business files. Maintains records related to the activities of the VPBA. Organizes files and ensures hard copy records are filed and labeled to ease rapid retrieval and eventual scheduled destruction, according to TAMU System policy and TAMU-SA procedures.

• Serves as liaison with financial, payroll, accounting, procurement, facilities, and human resources departments.

• Identifies business-related needs and problems, and proposes solutions. Audits business procedures and may train staff on new and existing procedures to include personnel policies and procedures. Conducts surveys of customer needs and satisfaction.

• Oversees, evaluates, and participates in hiring, training and performance for student workers assigned to the VPBA.

• Safeguard confidential and sensitive University information.

This document represents the major duties, responsibilities, and authorities of this job, and is not intended to be a complete list of all tasks and functions. Other duties may be assigned.

Required Education and Experience:

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

• Six years of related experience.

Knowledge, Skills and Abilities:

• Knowledge of word processing and spreadsheet applications. Interpersonal and communication skills. Planning and organizational skills.

• Ability to multitask and work cooperatively with others.

Application Instructions:

Please make sure to provide the following documents:

• Application

• Cover Letter to include two professional references

• Resume

For detailed instructions on how to apply for any position on our website, please use the following link:

http://www.tamusa.edu/humanresources/job-opportunities/index.html

Summary of Employee Benefits:

https://www.tamusa.edu/documents/hr/summary-of-employees-benefits-2020.pdf

Please ensure that all required documents are uploaded prior to submitting the application. Once application is submitted, no changes or revisions can be made. If you have issues with adding documents with your application, please contact HR at 210-784-2058.

In compliance with ADA, if accommodations are needed for the application process, please contact HR at (210) 784-2058.

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.