Business Coordinator

Business Coordinator I – Information Technology Services

Position Overview:

The IT Business Coordinator I, under general supervision, provides support and coordination of a variety of business activities requiring independent judgment. Responsibilities include reviewing business documents and assisting in developing, monitoring, and reporting accounts and budget data as directed by supervisor.

• Serve as primary point of contact for the department, delivering a professional and service‑oriented experience to all visitors.
• Manage front‑office operations to maintain a welcoming and highly functional reception environment.
• Coordinate phone communications, resolve inquiries, and route matters with accuracy, discretion, and efficiency.
• Coordinate scheduling for departmental leadership and shared spaces; facilitate in‑person and virtual appointments.
• Provide high‑level administrative support through intake, tracking, and triage of requests.
• Assist in planning, developing, implementing, coordinating, and monitoring business programs or services.
• Assist with administration of contracts and grants.
• Assist in preparing budgets for review by principal investigator(s).
• Develop financial and statistical analyses and summary reports.
• Compose correspondence; assist with administration of unit, program, or project.
• Participate in the hiring and training of business staff and/or student workers and may provide supervision.
• Train staff on new and existing business procedures, and provide policies and regulations to staff.
• Assist with talent‑management initiatives within the IT department, including recruitment, training, and professional development of IT staff.
• Monitor visitor access and maintain awareness of office activity to support safety, confidentiality, and effective service delivery.
• Assist ITS staff members with creating and submitting travel reports in Emburse.
• Coordinate routine personnel activities and maintenance of personnel files and approve leave requests.

• Review and approve vouchers and requisitions; review and audit reconciliations of multiple unit accounts.
• Monitor and report on unit budget activity; prepare monthly and annual financial reports.
• Provide input to policies and interpret policies and procedures.
• Coordinate annual fiscal‑year closing activities and draft new fiscal‑year plans.
• Coordinate routine fiscal activities; propose solutions to routine financial problems.
• Communicate cash‑handling procedures, coordinate and approve cash‑handling activities, and implement purchasing activities.
• Coordinate inventory process and maintenance of business files; assist with the development and improvement of business processes.
• Create business process and approval workflows; monitor and control operating expenditures and make projections.
• Implement and audit business procedures and train staff on new and existing procedures.
• Manage financial transactions through Javelina Buy and Canopy; work with Finance and Budget to assign costs to appropriate accounts and projects.
• Assist with annual inventory review and documentation; manage purchases and monthly expense reports for the department.
• Serve as a delegate for ITS staff members in Emburse; develop financial analyses and summary reports.
• Assist in the development of annual budget documents; develop annual budgets and cost projections for review by Finance and Budgets.

• Assist with procurement of IT equipment, software, and related resources.
• Oversee contract administration, including Statements of Work and purchasing agreements.
• Document and maintain IT software renewals.

• Liaise with Finance, Payroll, and Employee Services.
• Support internal and external communications by responding to general inquiries and disseminating accurate, up-to-date departmental information.
• Identify opportunities to enhance customer experience and front‑office efficiency.
• Organize and participate in stakeholder meetings to gather input on IT services and communicate upcoming IT initiatives.
• Assist with ITS project implementation, collaborating with ITS staff, campus stakeholders, and vendors to ensure projects…