Business Coordinator I

Job Title

Business Coordinator I

Agency

Texas A&M Engineering Extension Service

Department

Texas Engineering Extension Service

Proposed Minimum Salary

$3,650.35 monthly

Job Location

College Station, Texas

Job Type

Staff

Job Description

The Business Coordinator I performs business activities for the Office of Contract Services. This position provides support and coordination for a variety of business activities requiring independent judgment. Primary duties will include logging and tracking incoming proposal and contract review requests, processing forms and contracts for signature, and disseminating and filing fully executed documents (hard copy and/or electronic copies in SharePoint). This position is also responsible for record retention and disposition as per the state record retention schedule. Coordinates with and trains student worker(s). Assists in all other duties within the Office of Contract Services as a support function.

The Business Coordinator I reports to the Director, Contract Administration.

Required Qualifications

• Bachelor’s degree from an accredited college or university, or equivalent combination of education and experience.
• Two years of related 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

• Two or more years’ related experience in accounting/business operations.
• Experience with TEEX business, contracting, and record retention processes.
  
  

Physical Requirements

• Ability to lift and carry file boxes unassisted.
  
  

Knowledge, Skills, And Abilities

• Working knowledge of word processing, spreadsheet and data entry applications, standard office equipment and personal computer (i.e. Microsoft Word, Excel, PowerBI, SharePoint).
• Working knowledge of business principles and ability to perform basic and complex calculations.
• Strong communication skills to communicate and interact effectively with both internal and external customers, to respond to inquiries in a timely manner, to implement new systems and procedures and to evaluate their effectiveness.
• Excellent customer service skills.
• Attention to detail and accuracy in processing.
• Ability to multitask and work cooperatively with others.
• Ability to plan and organize work effectively and prioritize objectives with a high level of discretion and independent judgement and initiative.
  
  

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.
  
  

Essential Duties, Tasks, And Percentages

Coordination & Staff Support - 60%

• Maintains the document tracking log for all incoming and outgoing requests to OCS.
• Ensures that documents are numbered and tracked.
• Performs cursory review of document for accuracy, completeness, and formatting.
• Assigns requests to appropriate OCS proposal and contracting representatives for processing.
• Routes processed documentation to internal and external customers for review and signature.
• Prepares accompanying correspondence within the prescribed time frame.
  
  

Contract & Grant Filing System - 30%

• Manages and maintains OCS business files.
• Files all agreements executed by TEEX Divisions, Centers, Institutes, and Headquarters.
• Manages and maintains Contract Library on TEEXConnect.
• Manages Contract Services form templates on TEEXConnect.
• Coordinates with division staff and reviews division contract logs to check the status of partially executed documents.
• Responsible for OCS record retention schedule, maintenance, and disposal.
  
  

Additional Division Responsibilities - 10%

• Trains student workers and coordinates work schedule with student availability.
• Prepares ad hoc reports based on TAMUS or agency requests under the direction of the Director, Contract Administration.
• 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.