Business Coordinator II

About the role

• Job Title
• Business Coordinator II
• Agency
• Texas A&M Agrilife Extension Service
• Department
• 4-H Youth Development
• Proposed Minimum Salary
• Commensurate
• Job Location
• College Station, Texas
• Job Type
• Staff

Position Information

The Business Coordinator II provides comprehensive administrative, financial, and operational support for the Texas 4-H Youth Development Program, with primary responsibility for coordinating business functions related to the Prairie View Cooperative Extension Program (PVCEP), Formsite administration, inventory management, and web support.

Responsibilities

Business Office

• Actively monitors aged invoices and declined transactions and conducts appropriate follow-up to ensure outstanding payments are collected in a timely manner.
• Creates invoices in iPay and works with A/R Coordinator to follow up on payments received.
• Obtains signature and processes all county transfers for State approval.
• Monitors and processes all county waivers at state level.
• Develops the Gold Star quotas for district offices using the current enrollment and distributes the Gold Star award packets.
• Runs enrollment reports for the Texas 4-H Program Director and/or when requested.
• Ensures that group enrollment report deadlines are communicated and met by district specialists, and assists with processing as needed.
• Assists A/P coordinator with vendor set-up and monitoring the set-up process in AggieBuy.
• Assists A/P coordinator with account reconciliation when needed.
• Logs checks for A/R coordinator when needed.
• Serves as a backup to other business office positions when needed.

Prairie View Cooperative Extension Program (PVCEP)

• Serves as the primary business office liaison for Prairie View 4-H Clubs, ensuring clear communication and coordination between clubs and administrative units.
• Monitors and processes Prairie View county waivers in accordance with established policies and procedures.
• Maintains accurate records by logging and tracking all approved enrollments.
• Develops and distributes annual invoice to Prairie View in a timely manner.
• Monitors invoice activity, ensuring accuracy, proper documentation, and timely reconciliation of payments.

Formsite

• Serves as contact for state and district faculty and staff members relating to forms and formsite.
• Monitors Formsite account for space allotments and payment.
• Works with business office team members to maintain and update submission forms for the State 4-H Business Office.

Inventory

• Maintains accurate and up-to-date inventory records for all departmental assets.
• Creates preliminary Fixed assets when new items are purchased.
• Manages inventory levels by monitoring usage, identifying discrepancies, and reconciling records.
• Prepares and certifies official inventory lists in accordance with institutional or regulatory requirements.
• Identifies surplus, obsolete, or unused items and coordinates proper disposition or redistribution.
• Ensures surplus processes are completed in compliance with applicable policies and procedures.
• Collaborates with staff to track asset movement and ensure accountability across the department.
• Maintains documentation and reporting related to inventory status, updates, and surplus actions.

Texas 4-H Website

• Serves as a contact for all 4-H Specialists related to updating and maintaining the Texas 4-H Youth Development Program Website.
• Works directly with AgriLife Communications and AgriLife Information Technology on maintaining operations and components of website.
• Explores and installs various plug-ins as needed on the website.
• Ensures ADA compliance of information posted on website.
• Performs monthly link check of entire website.
• Maintains and updates 4-H youth development program resources online via Texas Resources database.
• Works with Texas 4-H Faculty to ensure updated annual forms and information are posted on the website.

Other

• Provides support, as needed, to 4-H programs and processes.
• Assists with Texas 4-H page on Texas A&M AgriLife intranet as requested/needed.
• Performs other duties as assigned.

Required Qualifications

• Bachelor's degree in applicable field or equivalent combination of education and experience.
• Three years of related experience.
• Knowledge of word processing and spreadsheet applications.
• Effective verbal and written communication skills.
• Strong interpersonal, leadership, problem solving, and organizational skills.
• Maintains attention to detail and utilizes sound judgment.
• Ability to multitask and work cooperatively with others.

Applicant Instructions

Applications received by Texas A&M AgriLife 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 prepopulate the online application.

Equal Opportunity/Veterans/Disability Employer.