Job Title

Business Coordinator I

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

This Business Coordinator I will be responsible for reviewing business documents for the unit head and assisting in developing, monitoring and reporting accounts and unit budget data as directed by supervisor. The selected candidate will subscribe to and support our commitment to Inclusion, Diversity, Equity and Accountability as stated above. If the description appeals to you, we invite you to apply to be considered for this opportunity.

What you need to know

COVID-19 information: Texas A&M University monitors local, state and federally mandated health guidelines to keep students, employees, prospective employees, and visitors as safe as possible. For the latest information regarding Texas A&M’s COVID-19 response, please visit the University’s COVID-19 website . For COVID-19 employment-related information, please visit the Division of Human Resources and Organizational Effectiveness’ COVID-19 website .

Required Education and Experience:

• Bachelor's degree or equivalent combination of education and experience.

• Two 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 word processing, spreadsheet and database programs.

Preferred Experience:

• Experience in task management and supervisory experience.

Preferred Knowledge, Skills, and Abilities:

• Experience with AggieBuy, FAMIS, Canopy, Concur, Maestro, Aggieworks; knowledge of TAMUS Policy and Procedures.

• Good communication and writing skills, highly developed interpersonal skills, good planning and organizational ability, attention to detail, and good proofreading skills.

Responsibilities:

• Purchasing Support: Coordinates support for materials management functions related to procurement, receiving and warehousing, and local support logistics to meet departmental objectives. Responsible for oversight of all purchasing and related contracting activities within the Chemistry Department. Prepares requests, RFP’s and analyzes RFP responses to obtain efficient pricing, service distribution and payment terms. Assists and directs issuance, administration and completion of purchase orders/requests for special purpose scientific equipment, laboratory glassware/hardware items or hazardous chemicals not carried in the Department’s stockroom operations. Requests contain highly technical descriptions and complex specifications of sophisticated apparatus and/or rare and expensive chemicals. Requests may or may not specify a vendor or suggested source; if not the position is responsible for locating a source. Writes and reviews product specifications. Maintains quality of supplies, services and equipment by defining quality standards, discussing defective or unacceptable goods, services or equipment with users and vendors. Reviews and approves daily flow of purchase orders. Coordinates the procurement of all outside services to meet departmental operating needs and inventory flow. Coordinates and prepares all pertinent information necessary for annual credit card audits. Participates in training student worker(s) and Business Associate II in the procurement management of the Department. Proposes solutions to routine purchasing problems. Resolves with vendor, Purchasing Services, Financial Management Operations Department and Chemistry Department Accounts Payable section any discrepancies or related problems regarding shortages, breakages, shipping errors, incorrect items, differences in price quoted versus price charges, etc. Coordinates the follow-up and expediting of supplies delivered. Coordinates procurements activities of laboratory coordinators of the instructional and research stockroom operations: verifies accuracy of orders, prepares (or directs preparation of) requisitions and associated documents (sole source letters, quotations, etc.). Coordinates and prepares the Department’s annual order ($200,000) for all supplies, hazardous and non-hazardous chemicals, and equipment needed for the instructional classrooms/labs which serve over 14,000 undergraduate students. Coordinates University matching funds from grants and contracts for the acquisition of major scientific equipment over $500,000. Coordinates all requisitions and documentation for the Faculty Workstation Program, Computer Access Fee Equipment, and Classroom Multimedia Equipment. Develops financial and statistical analyses and preliminary equipment usage reports with assistance. Oversees and coordinates sources of funds to be encumbered and total dollar value of order, places verbal orders up to $5,000 limitation, or obtains telephone bids, writes technical specifications and enters electronic purchase requisition to the University’s online FAMIS purchasing system. Processes orders through Purchasing Services, serves as liaison between requester, Purchasing Services and vendor(s). Reviews bids for compliance, coordinates with requester and informs Purchasing Services of award decision. Monitors and reviews the status of purchase orders in progress.

• Accounts Receivable: Performs all computerized billing and associated general ledger record keeping for Chemistry Department service center functions: Machine Shop, Glass Shop, X-ray Services, NMR Services, Mass Spectrometry, Network Software Development, Center for Chemical Characterization and Analysis, Chemical Stockroom, Computer and Nitrogen Services, LSBI, Electronic Shop, LMS and Miscellaneous Services. Resolves billing discrepancies and proposes solutions to managers of shops and service centers to routine financial problems. Performs all computerized invoicing and associated record keeping for billing for Reprographic, stockroom charges, liquid nitrogen, gaseous nitrogen, fax, bottle gas demurrage, hazardous chemical disposal, dry ice, gas bottle deposits, shipping, stores and miscellaneous. Resolves billing discrepancies and proposes solutions to Assistant Department Head to routine financial problems. Assembles department deposits and complies with TAMU Cash Handling protocol and procedures. Compiles a monthly past due invoice report at beginning of each month and follows up with each end user/agency to ensure timely payment of invoices.

• Rate Study: Prepares the semi-annual TAMU complex rate studies for the Chemistry Department Services. These rate studies include Stockroom Services, NMR Services, X-Ray Services, Metal Shop Services, Network and Design Services, Nitrogen Services, LSBI and LMS Services. Uses Extranet access and Business Objects for rate study documentation. Ensures rate studies are in accordance with System Regulation 21.01.05, Section 6.

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• Administrative Support: Supervises the authorization of limited purchases up to fiduciary limitations according to Federal, State and University guidelines. Verifies, with Chemistry Department Accounts Payable section, account number to be used for purchase requisitions. Composes purchasing related correspondence. Prepares and reconciles fiscal purchasing encumbrances, prepares monthly outstanding financial reports for administrators. Works with the University s AggieBuy e-Commerce team to explore, develop, and implement potential business-to-business applications to facilitate efficient purchasing, delivery and payment of goods and services. Coordinates the AggieBuy training of the Chemistry faculty, staff, and students. Uses the internet and reads promotional literature, such as catalogs and trade journals. Inspects samples submitted by suppliers. Works with the University’s Concur and Maestro team to explore, develop, and implement applications to facilitate efficient travel and research administration services. Uses and maintains Xerox copiers and fax machine; provides assistance for users as needed. Provides backup for AggieWorks, accounts payable, travel, and key control. 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.

In accordance with the federal contractor vaccination mandate , specific facilities at The Texas A&M System may be considered a covered contractor workplace with covered contractor employees. Therefore, successful applicants for this position may be subject to the federal mandate to be fully vaccinated against COVID-19 as a condition of employment unless an approved medical or religious accommodation is in place.

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.