Business Administrator I

Job Description:

Business Administrator I

Description

Job Title
Business Administrator I

Agency
Texas A&M Engineering Extension Service

Department
Business and Cyber Solutions

Proposed Minimum Salary
$4,707.60 monthly

Job Location
College Station, Texas

Job Type
Staff

Job Description

The Business Administrator I makes a difference for the Business and Cyber Solutions (BCS) division by providing staff support for the full range of business activities including contract management/tracking and metrics reporting functions of the division, developing, reviewing and monitoring division reports, in addition to supporting the business office functions of purchasing, A/R, Delivery Records Review and Monitoring. Additional responsibilities include: Division's Accounts Payable activities, Travel processing, Inventory, processing Bi-Weekly Payroll and certifying Monthly Distribution Reporting (MDR), coordinating year end closing activities and accruals, and proposing solutions to financial problems. This position may oversee the work of other staff or Student Workers.

This position reports to the Director, Business Services.

Required Qualifications:

• Bachelor's degree from an accredited college or university or an equivalent combination of education and experience. (equivalency: will consider an Associate’s degree with seven years of experience in general office, accounting, or personnel operations, or a High School Diploma/GED with nine years of experience in general office, accounting, or personnel operations)
  
• Five years of experience in general office, accounting, or personnel operations.
  

Required Licenses/Certifications:

• Must have a valid motor vehicle operator’s license or ability to obtain within 30 days of employment.
  

Preferred Qualifications:

• Bachelor’s degree in an applicable field from an accredited college or university.
  
• Five or more years of experience in in general office, accounting, or personnel operations.
  
• Administrative and accounting experience with TAMUS, contract administration.
  

Physical Requirements:

• Ability to effectively communicate verbally and in writing.
  
• Ability to regularly use computer/keyboard.
  
• Ability to remain stationary for extended periods of time in an office environment.
  
• Physical conditioning consistent with movement of office supplies/equipment, restocking office supplies, and receiving goods (i.e. computers, monitors, training equipment/materials) up to 20 lbs. with assistance.
  
• Ability to travel independently to other and/or remote locations by driving and/or flying on commercial airlines.
  

Knowledge, Skills, and Abilities:

• Working knowledge of word processing and spreadsheet applications (Microsoft Office).
  
• Excellent oral and written communication skills.
  
• Excellent interpersonal and communication skills.
  
• Skilled in organizing, planning, and prioritizing work.
  
• Excellent customer service skills.
  
• Ability to multitask, work cooperatively with others, and solve problems.
  
• Proficient in compilation and analysis of budgets, MS Word and Excel.
  

Equipment:

• Standard office equipment: computer, keyboard, multifunctional printer, telephone.
  

Notifications:

• This position is security sensitive.
  
• This position may require work beyond normal office hours and/or work on weekends.
  
• This position requires compliance with state and federal laws/codes and Texas A&M University System/TEEX regulations and procedures.
  
• All tasks and job responsibilities must be performed safely without injury to self or others in compliance with System and Agency safety requirements.
  
• As part of TEEX’s mission of providing training, developing practical solutions, and saving lives; this position could be required, if called upon, to deploy within the State of Texas as directed by this position’s Division Director/HQ Department Head.
  
• Ability to travel independently to other and/or remote locations by driving a personal or TEEX vehicle and/or flying on commercial airlines.
  
• This position may direct or evaluate the work of others.
  

Essential Duties, Tasks, and Percentages:

Provides program support - 40%

• Performs data entry and tracking of accounts receivable.
  
• Assists with planning, developing, implementing, coordinating, and monitoring of programs or services.
  
• Prepares and enters all division invoices and ICS's. Emails invoices as requested.
  
• Allocates Procard expenses and prepares monthly expense reports, prepares, and processes Purchase Vouchers.
  
• Processes Travel Expense Reports.
  
• Responsible for staff conference/workshop registration and making conference arrangements (including data collection, furniture, utilities, shipping) and associated payments.
  
• Submits Telecom and AggieWorks work orders for the division.
  
• Prepares and formats correspondence, forms, and other documents.
  
• Requests information by telephone, email or written correspondence regarding products and services, class information and invoice information.
  
• Responsible for delivery records monitoring and reporting.
  
• Maintains accurate and current files.
  
• Responsible for tracking student records and develops process for indicating which classes have been selected for review, the findings and if corrections are needed/timeline.
  
• Serves as a tester for the Power BI program for student data/reports (replacement for TEEXData) and assists with revisions to the SAPs as it relates to the Student Management Systems.
  
• Provides support for SMS entry, clears exceptions quarterly for Legislative Budget Board (LBB) report.
  
• Responsible for Division Metrics reporting.
  
• Improves and implements effective metrics reporting systems and reports for the Division Director and the Program Managers.
  
• Coordinates service for office machines.
  
• Coordinates IT purchases with NIS and picks up orders upon arrival.
  
• Keeps BCS conference room refrigerator stocked with beverages.
  

Serve as the Division Purchaser - 30%

• Processes all purchase requests for goods, print orders (marketing material) and services for division in compliance with State and Agency purchasing guidelines and the State HUB Program to include requisitions to TAMU purchasing, division purchase orders, and registrations (purchase orders include quotes, faxing, emailing, phone calls, researching, and communication with vendors and requestors, and data entry).
  
• Follows up on goods, services, and registrations purchased for the division to include order confirmations from the vendors, verifying delivery dates, shipment tracking, checking back orders, revisions, cancellations.
  
• Resolves discrepancies with purchases to include coordinating with requestors and vendors on return policies, calling for RMA (Return Material Authorization), shipping instructions and return of goods.
  
• Receives all goods and services.
  
• Reconciles purchasing documentation.
  
• Ensures division office supplies are secured.
  
• Issues office supplies and equipment to staff.
  
• Maintains division's office supplies and restocks as needed.
  
• Sets up new accounts with vendors for the division.
  
• Coordinates with new and current vendors on completion of Supplier Information forms in compliance with TEEX Federal Small Business Program.
  
• Oversees work of student worker as needed and assists with Purchasing training.
  

Contracts Management - 25%

• Works directly with program staff to initiate and ensure fully executed MOA's and correct budgets are logged and recorded.
  
• Monitors and tracks MOA's for performance/end dates and initiates amendments as warranted.
  
• Prepares contract folders and maintains contract files for active and closed contracts.
  
• Saves and maintains all electronic contract files to folders on the R: drive.
  
• Sets up new customers in Masterpiece for invoicing.
  
• Responsible for Division project task set up and cost share account set up.
  
• Responsible for Contract Records Retention, prepares Records Destruction forms and oversees records destruction (paper or electronic).
  
• Prepares Independent Contractor forms that are required to accompany the agreement.
  
• Serves as a back up to other Business office staff on both proposals and agreements as needed.
  
• Assists Business Services Director with contract and grant administration and preparing monthly sponsor financial reports.
  

Provides Backup to Division - 5%

• Schedules appointments and greets customers.
  
• Assists with coordination of service and supplies for division copier.
  
• Assists with preparing and analyzing business reports, such as affirmative action reports and space allocation reports. Manages allocations and reporting on unit facilities, furnishings and equipment.
  
• May manage personnel activities including preparing position analyses, updating position descriptions, and developing employment offers.
  
• Communicates with employees regarding personnel policies and procedures and identifies training needs.
  
• Participates in the hiring and training of subordinate business staff and student workers.
  

Additional Program/Division responsibilities:

• Participates in professional development opportunities and seeks personal growth.
  
• Maintains involvement with Agency Initiatives (CoP’c, etc.)
  
• Maintains and safeguards assigned divisional equipment and property.
  
• Maintains a professional appearance.
  
• Maintains an organized workspace.
  
• Performs additional work duties as assigned.
  

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.