Business Administrator

Job Description

Who we are

Academic Accounting & Business Services has the honor to provide finance and business services to several units on campus including (but not limited to) Office of the Provost, Office of the President, Division of Marketing & Communications, and the Higher Education Center at McAllen. We have over 45 departments within our service base, and utilize a specialized, pooled team approach to meet the expanding needs of these growing units. AABS reports up to the Associate Vice President & Deputy CFO with a customer service focus guiding everything that we do. We enjoy developing customer relationships and being innovative and strategic in everything we do. We are committed to supporting a positive and friendly working environment for all. To learn more about us please visit our website class="emphasis-3">

A Glimpse of the Job

We're looking for Business Administrator I's and II's to join our team. In these roles, you'll serve as a Strategic Partner and manage a full range of business activities. These business activities include review and approve business documents, develop, monitor, and report on accounts, budgets, and other quantitative data for assigned customer units with limited supervision.

What you need to know

Salary : Compensation will be commensurate to selected hire’s experience. Special Instructions : A cover letter and resume are strongly recommended. You may upload these in the CV / Resume section. Minimum qualifications for a Business Administrator I​ : Bachelor’s degree or equivalent combination of education and experience and five years of related experience in general office, accounting, or personnel operations. Minimum qualifications for a Business Administrator II​ : Bachelor’s degree or equivalent combination of education and experience and six years of related experience in general office, accounting, or personnel operations.

• Essential Duties / Tasks :

Strategic Partner - Serves as strategic partner for multiple departments within the AABS customer base. Serves as key contact for assigned department heads / liaisons for accounting and budget questions for the department. Meets with the department head at least quarterly (often monthly) to discuss end of month financial reports, status of accounts and budgets. Reviews monthly account reconciliations and analyzes transactions to identify and resolve errors. Maintains department chart of accounts (in FAMIS and Laserfiche) to meet department needs including advising department heads and liaisons on account / budget strategy and making projections. Assists the department head and AABS management in the development of annual budget documents. Communicates with Human Resources & Payroll team on pending personnel actions that have a financial impact. Ensures effective communication is maintained with department. Maintains knowledge of FAMIS / Canopy, Workday, Compass, JitBit, Laserfiche, and other systems used by AABS to stay informed of customer items. Communicates across the accounting team to help troubleshoot issues that arise in day-to-day communications with the department staff. Assists accounting management during times of re-organization or account / budget moves. Participates in the AABS Strategic Partner working group to back-up other strategic partners and provides best practices / updates for other team members in order to create a consistent customer experience across all departments served by AABS. Approves costing allocation requests in Workday, PCTs (payroll corrections) and DCRs (expense corrections) in FAMIS / Canopy. Prepares DBRs (department budget requests) on behalf of the customer. Tracks and updates UFOs (unit financial obligations) in FAMIS as needed. Trains staff on new and existing business procedures and interprets policies and regulations for staff

General AABS Expectations / Customer Service - Answers questions from customer staff and leadership on financial rules, guidelines, and procedures. Maintains sufficient knowledge base needed to accurately answer questions and assist with the resolution of complex and unusual problems. Maintains general knowledge of all departments served by AABS, to include an understanding of the business activities of each unit. Exercises discretion and independent judgment to propose solutions to complex, non-routine situations. Provides excellent customer service. Handles assigned e-mail correspondence and telephone inquiries about travel, AP, purchasing, etc. Provides one-on-one training with AABS customers as requested. Presents at group training sessions. Maintains broad knowledge / understanding of payroll and human resource issues enough to redirect customers to the appropriate contact as needed. Mentors AABS team members on customer service expectations. Communicates and distributes information on guidelines and procedures pertaining to AABS processes and procedures. Participates in department staff meetings and professional development courses as necessary. Trains other staff and student workers. Serves as the backup for other business staff as needed.

Maintains, Interprets, and Documents (as needed) Relevant TAMU Rules, Processes, Procedures, and Systems - Maintains a detailed understanding of TAMU rules, processes, procedures, and systems (FAMIS, Concur, AggieBuy, Canopy, Workday, Laserfiche, etc.) that are needed to carry out business on a daily basis. Assists departments with navigating these items in an efficient way and provides interpretations on these rules when necessary. Assists with documenting / updating AABS internal processes and procedures in Confluence and AABS online Customer Reference Manual.

Supervision - Supervises and coaches assigned staff. Manages personnel activities including developing / updating position descriptions, annual evaluations, disciplinary documents, etc. for assigned staff. Approves leave for assigned staff in Workday. Communicates with employees regarding personnel policies and procedures and identifies training needs. Resolves staff conflicts. Participates in the hiring and training of subordinate business staff and student workers.

Review and Approve Documents - Serves as the reviewer / final approver for purchasing and accounts payable documents in AggieBuy for assigned departments. Maintains thorough understanding of TAMU Guidelines for Disbursements and can apply to accounts payable and payment card transactions. Knowledgeable about TAMU procurement rules and processes. Reviews documents to ensure that contracts and purchase orders are established and executed when necessary. Reviews and approves travel requests and travel expense reports in Concur for assigned departments for compliance with university guidelines and appropriate usage of various fund types. Serves as back-up approver for payment card expense reports in Concur.

What you need to do Apply! Submitting a cover letter and resume attached to the application will assist us in our review. You may attach the files during the application process. Please note that these positions are located on-site at our main campus in College Station, Texas. Why Texas A&M University?  We are a prestigious university with strong traditions, Core Values, and a community of caring and collaboration. Amenities associated with a major university, such as sporting and cultural events, state-of-the-art recreation facilities, the Bush Library and Museum, and much more await you. Experience all that a big city has to offer but with a reasonable cost-of-living and no long commutes.

with Texas A&M contributing to employee health and basic life premiums

of annual paid holidays

Up to and at least month

Automatic enrollment in the Teacher Retirement System of Texas

Health and Wellness :

Professional Development : All employees have access to free training, webinars, and limited financial support to attend conferences, workshops, and more

and for completing a degree while a Texas A&M employee