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Business Coordinator II

Texas A&M University Corpus Christi
Texas, United States
Salary Not specified
Posted Date
Jun 10, 2022

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Position Type
Administrative, Business & Administrative Affairs, Financial Affairs
Employment Level
Employment Type
Full Time
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Job Title
Business Coordinator II

Texas A&M University - Corpus Christi

IT Business Services

Proposed Minimum Salary

Job Location
Corpus Christi, Texas

Job Type

Job Description

The Business Coordinator II 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:
  • Assist with budget development, budget management, budget requests, and fiscal requests for assigned IT departments
  • Monitor, analyze, and reconcile assigned IT departmental accounts
  • Prepare adjusting/correcting budget and expenditure transactions
  • Identify and recommend funding sources for unplanned purchases, proposed positions, and contract.
  • 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 of 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:
  • Analyze contracts and IT usage throughout the University and compare to industry/national benchmarks to identify cost‐savings opportunities, e.g. bulk purchasing or shared services.
  • Monitor and track contract activity and financial estimates to ensure prompt processing of contracts and financial needs for annual fiscal year budget development.
  • Maintain contract authorization and approval process, contract management system and contract record repository.

  • Generate monthly billings and process payments for telecommunications services
  • Create and submit invoices to external customers and Accounts Receivables Section.
  • Ensure/establish external customers as vendors in accounts receivables system.
  • Initial approver of monthly payments to external utility, telephone service, cable service, and cellular phone service providers.
  • Monitor utility invoice receiving and payment tracking for external utility providers.
  • Create and submit inter‐departmental transfers to Accounting Services by specified monthly deadlines for internal customers.
  • Monitor external customers' payments and ensure past due notices are sent.
  • Answer billing inquiries.
  • Prepare corrections to billings.
  • Review utility revenue, expenditure, and encumbrance and prepare utility forecasts
  • Prepare and submit monthly Sales Tax report 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.
  • Three (3) years of related experience in accounting, billing, collections, financial forecasts, and/or purchasing.
  • Additional education/experience may be used as a substitution for the minimum requirements.
  • Master's Degree and One (1) year of experience.
  • Experience in reviewing contracts with financial terms and conditions.
  • Knowledge and ability to process billings, invoices, purchasing and contract modifications or amendments.
  • Ability to compile and accurately interpret data.
  • Ability to make independent judgments under limited supervision.
  • Intermediate skills in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook).
  • Planning and organizational skills.
  • Excellent interpersonal and communication (written and verbal) skills to be able to multitask and work cooperatively with others.

Preferred Qualifications:
  • 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 upon experience.

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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