Job Title
Business Administrator II
Agency
Texas A&M University
Department
Chemistry
Proposed Minimum Salary
Commensurate
Job Location
College Station, Texas
Job Type
Staff
Job Description
Our Commitment
Texas A&M University is committed to enriching the learning and working environment for all visitors, students, faculty, and staff by promoting a culture that embraces inclusion, diversity, equity, and accountability. Diverse perspectives, talents, and identities are vital to accomplishing our mission and living our core values .
Who we are
Texas A&M University’s Department of Chemistry, is a cadre of faculty, staff, graduate students, postdoctoral fellows, academic advisors, scientific and technical staff, who have a shared purpose of translating our passion for chemistry to young scholars at all levels in many scientific fields. The Business Office strives to support the goals of the faculty, staff and students in teaching, research and outreach programs, and adheres to the professional standards and integrity in processing university Business. To learn more, please visit our website: http://www.chem.tamu.edu/
What we want
The Business Administrator II, is responsible for managing the full range of business activities for a unit, including reviewing and approving business documents for the unit head and developing, monitoring and reporting accounts and unit budget and other quantitative data. The selected candidate will subscribe to and support our commitment to Inclusion, Diversity, Equity and Accountability (IDEA) as stated above. If this job description sounds interesting to you, we invite you to apply to be considered for this opportunity.
What you need to know
A cover letter, resume, and contact information for three professional references (to include at least one previous supervisor) are strongly recommended. You may upload all three on the application under CV/Resume or upon answering the questionnaire you may attach the documents.
COVID-19 information: Texas A&M University monitors and updates our recruiting, hiring and onboarding processes to align with local, state and federally mandated health guidelines to keep employees, prospective employees, and visitors as safe as possible. Each department has established both remote and in-person procedures for conducting these processes, which include sanitizing common spaces, a mask policy, and maintaining safe physical distancing to the extent possible. Departments will provide the procedures to be followed at each step of the recruiting process.
Required Education and Experience:
- Bachelor’s degree or equivalent combination of education and experience
- Six years of related experience in general office, accounting, or personnel operations
Required Knowledge, Skills, and Abilities:
- Ability to multi-task and work cooperatively with others
- Working knowledge of spreadsheet and word processing
Preferred Education and Experience:
- Master’s degree and/or professional certification in business, human resources or related field
- Experience in task management and supervisory experience
- Experience with TAMU on-line systems, including MAESTRO, FAMIS, Canopy, Aggiebuy, iPayment, iFound, Business Objects, Extranet and CONCUR
Preferred Knowledge, Skills, and Abilities:
- Excellent written and oral communications and interpersonal skills
Responsibilities
-
Financial Support - Administers complex accounting report preparation and reconciliation and supervises the performance of accounting preparation and reconciliation for all state, local and federal funds and budgets. Manages financial activity of these grants which include reviewing and serving as approver of all business documents and developing, monitoring and reporting accounts and other quantitative data. Monitors and controls unit expenditure plans within budget guidelines and makes projections. Develops and prepares budgets and financial reports for grants, general appropriations, endowments and other funds. Typically responsible for a budget including grants and contracts of up to 3 million dollars. Establishes financial and operational systems to monitor control and verify expenditures and carry out financial analysis. Assists with the management of financial activities of the unit; manages annual fiscal year end closing activities for all departmental grants and contracts using FAMIS, Canopy and Business Objects. Prepares end of year financial reports and all departmental monthly reports. Assists with annual gold plate budget.
-
Administrative Support - Provides advice and services to operating managers, principal investigators, staff and other pertinent personnel in interpreting accounting reports (Aggiebuy, CONCUR, FAMIS, and MAESTRO) and statements and identifying problem areas. Serves as liaison with the Financial Management Operations Department and the Office of Sponsored Research Programs Operations concerning administrative and fiscal procedures. Interprets and analyzes financial operations and transactions, forecasts trends, and develops special complex reports and analyses for management and funding agencies. Makes recommendations for asset utilization and expenditure control. Reviews and approves all account reconciliations for department accounts. Represents the department at various university business meetings to promote existing and new programs and/or policies. Keeps abreast of University policies and procedures, current developments in accounting and changes in local, state, and federal laws. Oversees all facets of the daily operations of the Business Office, ensuring compliance with University, state and federal laws, policies and regulations. Serves as final approver for all Aggiebuy purchases including all equipment. Handles all administrative matters and functions for Assistant Department Head during his absence and/or as delegated.
-
Supervisory - Supervises professional and administrative support staff consisting of (1) Business Associate I. Recruits, participates in the hiring, trains and supervises administrative staff on fiscal and administrative responsibility for a Department with basic science and research needs. Assigns work and special projects; monitors workload and productivity; evaluates performance and promotes staff training and development. Provides assistance in analyzing and resolving complex issues.
-
Receivables - Oversees the accountability of an extensive accounts receivable program which collects revenue of approximately $1,000,000 using iPayments program through the Financial Management Operations Department. Reviews all monthly bills for accurate account information prior to billing. This revenue is generated from billings which include Computer Services, CCCA Services, Copy Services, X-Ray Services, Squid Services,Electronic Shop Services, Gas Nitrogen Services, Glass Shop Services, Liquid Nitrogen Services, Mass Spectrometry Services, ILSB Mass Spectrnmetry Services, Metal Shop Services, NMR Services, EPR Services, Stockroom Services, LSBI, LMS and Miscellaneous Services. Coordinates the preparation of regularly scheduled monthly billing and special billings. Reviews monthly/quarterly reports for accuracy and accountability. Works directly with Business Office Staff to ensure all accounts receivables are handled in a timely manner. Reviews problems and works closely with the Financial Management Operations Department on accounts receivables issues.
-
Rate Study - Supervises the preparation of the annual TAMU complex rate studies for the Chemistry Department s Services. These rate studies include Stockroom Services, NMR Services, X-Ray Services, Glass Shop Services, Electronic Shop Services, Metal Shop Services, Network & Design Services, Nitrogen Services, LSBI, and LMS . Uses Extranet access and Business Objects for rate study documentation. Ensures rate studies are in accordance to System Regulation 21.1.05, Section 6.
-
Cash Handling - Manages the cash handling activities for all gifts, grants, and contracts through iFound at TAMU Foundation to ensure compliance and accuracy in the deposit of revenue. Identifies problems and changing requirements regarding management information needs, auditing and other fiscal procedures, account structures or reports and automated accounting systems. This includes establishment in the department s general ledger and accounts payable program of accounts, responsibility centers, support accounts, company profiles for several divisions. Oversees the maintenance of database records and files, including those used to track donor and gift information. Maintains official records of endowments, scholarships, major gifts, and other contributions and prepares a variety of financial, statistical, and analytical reports for management and departmental use.
-
Record Management - Serves as Departmental Records Coordinator. Ensures that records storage and records destruction forms are completed correctly. Oversees all procedures in the records management process. Interprets requirements and supplies and consults on records management information. Reviews TAMU System Records Retention Schedule.
-
Equipment / Inventory - Reviews capital equipment documents for all equipment to ensure compliance to institution on federal guidelines and regulations. Oversees annual inventory for TAMU/TEES/TAES of approximately 2300 pieces of equipment. Serves as approver of Property Management on-line TDP forms for surplus and transfers. Coordinates annual consumable beginning/ending inventories for service shops and stockroom services. Performs other duties as assigned.
Instructions to Applicants: Applications received by Texas A&M University must either have all job application data entered or a resume attached. Failure to provide all job application data or a complete resume could result in an invalid submission and a rejected application. We encourage all applicants to upload a resume or use a LinkedIn profile to pre-populate the online application.
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.
Job Title
Business Administrator II
Agency
Texas A&M University
Department
Chemistry
Proposed Minimum Salary
Commensurate
Job Location
College Station, Texas
Job Type
Staff
Job Description
Our Commitment
Texas A&M University is committed to enriching the learning and working environment for all visitors, students, faculty, and staff by promoting a culture that embraces inclusion, diversity, equity, and accountability. Diverse perspectives, talents, and identities are vital to accomplishing our mission and living our core values .
Who we are
Texas A&M University’s Department of Chemistry, is a cadre of faculty, staff, graduate students, postdoctoral fellows, academic advisors, scientific and technical staff, who have a shared purpose of translating our passion for chemistry to young scholars at all levels in many scientific fields. The Business Office strives to support the goals of the faculty, staff and students in teaching, research and outreach programs, and adheres to the professional standards and integrity in processing university Business. To learn more, please visit our website: http://www.chem.tamu.edu/
What we want
The Business Administrator II, is responsible for managing the full range of business activities for a unit, including reviewing and approving business documents for the unit head and developing, monitoring and reporting accounts and unit budget and other quantitative data. The selected candidate will subscribe to and support our commitment to Inclusion, Diversity, Equity and Accountability (IDEA) as stated above. If this job description sounds interesting to you, we invite you to apply to be considered for this opportunity.
What you need to know
A cover letter, resume, and contact information for three professional references (to include at least one previous supervisor) are strongly recommended. You may upload all three on the application under CV/Resume or upon answering the questionnaire you may attach the documents.
COVID-19 information: Texas A&M University monitors and updates our recruiting, hiring and onboarding processes to align with local, state and federally mandated health guidelines to keep employees, prospective employees, and visitors as safe as possible. Each department has established both remote and in-person procedures for conducting these processes, which include sanitizing common spaces, a mask policy, and maintaining safe physical distancing to the extent possible. Departments will provide the procedures to be followed at each step of the recruiting process.
Required Education and Experience:
- Bachelor’s degree or equivalent combination of education and experience
- Six years of related experience in general office, accounting, or personnel operations
Required Knowledge, Skills, and Abilities:
- Ability to multi-task and work cooperatively with others
- Working knowledge of spreadsheet and word processing
Preferred Education and Experience:
- Master’s degree and/or professional certification in business, human resources or related field
- Experience in task management and supervisory experience
- Experience with TAMU on-line systems, including MAESTRO, FAMIS, Canopy, Aggiebuy, iPayment, iFound, Business Objects, Extranet and CONCUR
Preferred Knowledge, Skills, and Abilities:
- Excellent written and oral communications and interpersonal skills
Responsibilities
-
Financial Support - Administers complex accounting report preparation and reconciliation and supervises the performance of accounting preparation and reconciliation for all state, local and federal funds and budgets. Manages financial activity of these grants which include reviewing and serving as approver of all business documents and developing, monitoring and reporting accounts and other quantitative data. Monitors and controls unit expenditure plans within budget guidelines and makes projections. Develops and prepares budgets and financial reports for grants, general appropriations, endowments and other funds. Typically responsible for a budget including grants and contracts of up to 3 million dollars. Establishes financial and operational systems to monitor control and verify expenditures and carry out financial analysis. Assists with the management of financial activities of the unit; manages annual fiscal year end closing activities for all departmental grants and contracts using FAMIS, Canopy and Business Objects. Prepares end of year financial reports and all departmental monthly reports. Assists with annual gold plate budget.
-
Administrative Support - Provides advice and services to operating managers, principal investigators, staff and other pertinent personnel in interpreting accounting reports (Aggiebuy, CONCUR, FAMIS, and MAESTRO) and statements and identifying problem areas. Serves as liaison with the Financial Management Operations Department and the Office of Sponsored Research Programs Operations concerning administrative and fiscal procedures. Interprets and analyzes financial operations and transactions, forecasts trends, and develops special complex reports and analyses for management and funding agencies. Makes recommendations for asset utilization and expenditure control. Reviews and approves all account reconciliations for department accounts. Represents the department at various university business meetings to promote existing and new programs and/or policies. Keeps abreast of University policies and procedures, current developments in accounting and changes in local, state, and federal laws. Oversees all facets of the daily operations of the Business Office, ensuring compliance with University, state and federal laws, policies and regulations. Serves as final approver for all Aggiebuy purchases including all equipment. Handles all administrative matters and functions for Assistant Department Head during his absence and/or as delegated.
-
Supervisory - Supervises professional and administrative support staff consisting of (1) Business Associate I. Recruits, participates in the hiring, trains and supervises administrative staff on fiscal and administrative responsibility for a Department with basic science and research needs. Assigns work and special projects; monitors workload and productivity; evaluates performance and promotes staff training and development. Provides assistance in analyzing and resolving complex issues.
-
Receivables - Oversees the accountability of an extensive accounts receivable program which collects revenue of approximately $1,000,000 using iPayments program through the Financial Management Operations Department. Reviews all monthly bills for accurate account information prior to billing. This revenue is generated from billings which include Computer Services, CCCA Services, Copy Services, X-Ray Services, Squid Services,Electronic Shop Services, Gas Nitrogen Services, Glass Shop Services, Liquid Nitrogen Services, Mass Spectrometry Services, ILSB Mass Spectrnmetry Services, Metal Shop Services, NMR Services, EPR Services, Stockroom Services, LSBI, LMS and Miscellaneous Services. Coordinates the preparation of regularly scheduled monthly billing and special billings. Reviews monthly/quarterly reports for accuracy and accountability. Works directly with Business Office Staff to ensure all accounts receivables are handled in a timely manner. Reviews problems and works closely with the Financial Management Operations Department on accounts receivables issues.
-
Rate Study - Supervises the preparation of the annual TAMU complex rate studies for the Chemistry Department s Services. These rate studies include Stockroom Services, NMR Services, X-Ray Services, Glass Shop Services, Electronic Shop Services, Metal Shop Services, Network & Design Services, Nitrogen Services, LSBI, and LMS . Uses Extranet access and Business Objects for rate study documentation. Ensures rate studies are in accordance to System Regulation 21.1.05, Section 6.
-
Cash Handling - Manages the cash handling activities for all gifts, grants, and contracts through iFound at TAMU Foundation to ensure compliance and accuracy in the deposit of revenue. Identifies problems and changing requirements regarding management information needs, auditing and other fiscal procedures, account structures or reports and automated accounting systems. This includes establishment in the department s general ledger and accounts payable program of accounts, responsibility centers, support accounts, company profiles for several divisions. Oversees the maintenance of database records and files, including those used to track donor and gift information. Maintains official records of endowments, scholarships, major gifts, and other contributions and prepares a variety of financial, statistical, and analytical reports for management and departmental use.
-
Record Management - Serves as Departmental Records Coordinator. Ensures that records storage and records destruction forms are completed correctly. Oversees all procedures in the records management process. Interprets requirements and supplies and consults on records management information. Reviews TAMU System Records Retention Schedule.
-
Equipment / Inventory - Reviews capital equipment documents for all equipment to ensure compliance to institution on federal guidelines and regulations. Oversees annual inventory for TAMU/TEES/TAES of approximately 2300 pieces of equipment. Serves as approver of Property Management on-line TDP forms for surplus and transfers. Coordinates annual consumable beginning/ending inventories for service shops and stockroom services. Performs other duties as assigned.
Instructions to Applicants: Applications received by Texas A&M University must either have all job application data entered or a resume attached. Failure to provide all job application data or a complete resume could result in an invalid submission and a rejected application. We encourage all applicants to upload a resume or use a LinkedIn profile to pre-populate the online application.
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.