Business Coordinator I

Job Title

Business Coordinator I

Agency

Texas A&M Agrilife Extension Service

Department

4-H Youth Development

Proposed Minimum Salary

Commensurate

Job Location

Brownwood, Texas

Job Type

Staff

Job Description

About Texas 4-H

Texas 4-H is the largest youth development organization in the state, welcoming young people ages 8 to 18 and serving over 500,000 members each year. With roots dating back to 1908, Texas 4-H empowers youth through a wide range of hands-on learning experiences, leadership opportunities, and community involvement. Whether in urban centers or rural communities, Texas 4-H provides projects and programs designed to match every interest—including agriculture and livestock, STEM, healthy living, leadership, and natural resources.

From robotics to food science, fashion to photography, Texas 4-H helps kids and teens explore new passions, develop practical life skills, and connect with caring mentors. Supported by the Texas A&M AgriLife Extension Service and dedicated volunteers, Texas 4-H encourages youth to become confident, capable leaders who give back to their communities. With a proud history and a commitment to innovation, Texas 4-H continues to inspire and nurture generations of Texans.

Position Information

The Business Coordinator I works as a member of the Texas 4-H Center Business Services team and provides a broad range of financial, administrative, customer service, registration, communications, human resources, and operational support necessary for the effective operation of the Texas 4-H Center.

Essential Duties and Responsibilities:

Business and Financial Services

• •Manages and processes accounts receivable activities for the Texas 4-H Center in accordance with Texas A&M University and AgriLife Extension policies and procedures.
• •Processes checks, credit card payments, and other authorized payments.
• •Prepares and processes deposits and related documentation in accordance with University and AgriLife cash management requirements.
• •Records and maintains accounts receivable transactions in approved financial systems.
• •Creates and maintains customer invoices, receipts, and supporting financial documentation.
• •Tracks payments associated with Center events, programs, lodging, and other activities.
• •Reviews event and activity records to ensure required payments have been received.
• •Monitors outstanding balances, delinquent accounts, and insufficient funds and follows established procedures for collection.
• •Assists with monthly and periodic reconciliation of financial information between University systems, Center financial records, and approved accounting systems.
• •Assists with preparation and maintenance of revenue, participation, budget, and other financial reports.
• •Assists with monitoring Center budget activity and provides financial information to the Center Director as requested.
• •Coordinates and maintains documentation associated with donations and memorials, including receipt of funds, deposits, records, and acknowledgements.
• •Assists with fiscal year-end and other financial closing activities.
• •Assists with UBIT and other required financial reporting.
• •Monitors and maintains financial records, revenue procedures, and inventory records associated with the Texas 4-H Center T-shirt Shoppe.
• •Reviews assigned financial documentation for accuracy and completeness and brings discrepancies or concerns to the attention of the Center Director.
• •Maintains knowledge of University and AgriLife financial policies, procedures, cash management requirements, internal controls, and separation-of-duties requirements.
• •Provides backup support for accounts payable and purchasing functions while maintaining required financial controls and separation of duties.

Customer Service and Client Relations

• •Serves as a welcoming and professional first point of contact for Texas 4-H Center visitors, customers, clients, and telephone callers.
• •Provides information regarding Center facilities, lodging, programs, camps, conferences, retreats, events, pricing, availability, and services.
• •Responds to customer inquiries and assists clients in identifying appropriate Center facilities and services.
• •Works with prospective and confirmed clients to develop event proposals, provide pricing and availability information, prepare user/rental agreements, and coordinate administrative details necessary to confirm and support events.
• •Assists prospective clients with event planning, scheduling, and other administrative needs.
• •Prepares and distributes rental agreements, user agreements, correspondence, and other client documentation.
• •Assists with facility tours and customer visits.
• •Works with Center departments to address client needs and resolve routine customer service issues.
• •Maintains positive relationships with current and prospective clients and communicates opportunities, questions, or concerns to the Center Director and appropriate Center staff.
• •Maintains a professional, positive, and customer-focused approach in all interactions.

Event and Client Coordination

• •Assists with coordinating logistical information for groups and events.
• •Maintains accurate event information, including dates, schedules, headcounts, lodging requirements, meal requirements, meeting-room needs, and setup requirements.
• •Communicates event and setup information to appropriate Center departments in a timely manner.
• •Assists with monitoring event documentation, payment status, and required client information.
• •Assists with registration, check-in, payment collection, and other administrative functions associated with Center programs and events.
• •Coordinates with maintenance, housekeeping, kitchen, program, and other Center staff to communicate event requirements and client needs.
• •Supports special events, programs, conferences, camps, and other Center activities as assigned.
• •Assists the Center Director and program staff with resolving client or event-related administrative issues.

Registration and Information Systems

• •Utilizes Center registration and event-management systems to enter, update, and maintain customer and participant information.
• •Assists customers with registration questions and routine registration issues.
• •Maintains accurate participant and event records.
• •Generates and maintains participation, registration, and event reports.
• •Learns and utilizes University, AgriLife, and Center computer systems necessary to perform assigned responsibilities.
• •Assists with implementation and use of new systems and technologies.
• •Identifies and communicates opportunities to improve administrative and registration processes.
• •Provides backup assistance to other Center staff using registration and information systems.

Administrative and Office Operations

• •Provides general administrative support to the Center Director, program staff, and other Center personnel.
• •Answers and directs telephone calls and correspondence.
• •Greets visitors and provides professional customer service.
• •Maintains office files, records, and documentation in accordance with University and AgriLife policies.
• •Assists with records retention and records management activities.
• •Prepares letters, forms, reports, spreadsheets, brochures, flyers, presentations, and other documents.
• •Proofreads documents for accuracy and completeness.
• •Maintains office supplies, equipment, and other administrative resources.
• •Assists with scheduling, meetings, calendars, agendas, and minutes.
• •Assists in maintaining current Center policies, procedures, forms, and administrative materials.
• •Identifies routine administrative or operational problems and recommends appropriate solutions to the Center Director.
• •Assists with development and improvement of office procedures and administrative processes.
• •Maintains confidential administrative, fiscal, client, and other sensitive records in accordance with University and AgriLife requirements.

Human Resources and