Job Title
Business Administrator I-II, CAAT
Agency
Texas A&M University - Corpus Christi
Department
Autonomy Research Institute
Proposed Minimum Salary
Commensurate
Job Location
Corpus Christi, Texas
Job Type
Staff
Job Description
TAMU-CC is a dynamic university designated as both a Hispanic-Serving Institution (HSI) and Minority-Serving Institution (MSI) with approximately 11,000 students from 47 states and 54 foreign nations. We employ over 1,400 full-time and 2,000 part-time Islanders (including students/GAs). The University attracts highly talented faculty and staff and offers an array of undergraduate and graduate degrees, including doctoral programs. As a member of the Texas A&M University System, TAMU-CC benefits from a range of resources, increased visibility and influence, and opportunities to collaborate in mutually beneficial ways with peers across member institutions and associated agencies.
TAMU-CC’s beautiful campus is located on a 240-acre island on Corpus Christi Bay and was ranked #1 College by the Sea by Best College Reviews. Our natural setting is enhanced by its modern, attractive, and state-of-the-art classroom buildings and support facilities.
PURPOSE
Under the general direction of the Project Director, CAAT, the Business Administrator, CAAT leads and coordinates the systems, processes, scheduling, documentation, logistics, and administrative and business support necessary for CAAT operations. The position establishes and maintains the business infrastructure needed to support CAAT’s project portfolio, consortium activities, working groups, facilities, events, and internal operating cadence.
RESPONSIBILITIES
Business Operations, Calendar Control, and SOP Management: 35%
- Manage and maintain the CAAT master calendar, including public-agency projects, task orders, technical interchange meetings, consortium meetings, working group activities, CAAT Airspace Laboratory use, internal meetings, all-hands meetings, deliverable milestones, and other CAAT commitments.
- Coordinate calendar invitations, room reservations, meeting notices, and schedule updates for CAAT all-hands meetings, recurring internal meetings, consortium-related meetings, and other CAAT-wide activities.
- Monitor calendar activity for scheduling conflicts, schedule compression, resource constraints, missed actions, and upcoming deadlines; elevate issues to the Project Director, CAAT, and appropriate CAAT personnel.
- Coordinate with CAAT Project Managers (PMs), consortium leads, working group leads, ARI Business Administration, ARI Grants, Research, and Administration (GRA), ARI Operations, Applied Research, ARI Program Integration, Texas A&M Fort Worth (TAM-FW) personnel, and other stakeholders as needed to support CAAT operations.
- Develop and maintain CAAT operating rhythms, including recurring meeting schedules, calendar synchronization, action item tracking, and follow-up processes.
- Prepare, maintain, and distribute meeting agendas, minutes, decision logs, and action item logs for business operations meetings and other assigned meetings.
- Support CAAT project coordination by participating in project meetings as needed, capturing action items, tracking due-outs, and coordinating follow-up with responsible parties.
- Manage and maintain the CAAT SOP library, including template control, version control, routing for review, approval tracking, annual review tracking, staff acknowledgment tracking, and final document filing.
- Coordinate with CAAT functional leads to ensure SOPs for projects, consortium activities, working groups, business operations, laboratory scheduling, records, and issue escalation are maintained and updated.
- Support the implementation and continuous improvement of CAAT business processes as the Center establishes its formal operating model.
- Perform other duties as assigned in support of CAAT operations at its Fort Worth and Corpus Christi, Texas, locations, and other operational requirements.
Business Process, Agreement Coordination, Purchasing Support, and Records Control: 30%
- Manage CAAT records organization, file structures, and document control processes within approved ARI and Texas A&M University System (TAMUS) systems and role-based permission structures.
- Coordinate CAAT agreement and MNDA/NDA processes, including intake, package preparation, collection of required information, routing, review and markup coordination, signature routing, status tracking, filing, and closeout in accordance with applicable university, TAMUS, sponsored research, legal, contracting, and authorized signature processes.
- Serve as the primary CAAT business operations point of coordination for consortium agreements, MNDAs/NDAs, administrative documentation, member records, and related business process requirements.
- Coordinate with ARI Business Administration, ARI GRA, TAMUS offices, university offices, legal, sponsored research, contracting, and other authorized offices to facilitate the appropriate review and routing of CAAT business documentation.
- Coordinate purchasing requests, office supply orders, meeting material purchases, laboratory and facility supply requests, vendor documentation, and related administrative purchasing support in accordance with ARI GRA and purchasing processes.
- Support regulatory action tracking by maintaining status records, coordinating administrative inputs, following up with responsible parties, and elevating incomplete or delayed items.
- Coordinate administrative responses to data calls and information requests, and support meeting records and documentation packages required for CAAT projects, consortium activities, working groups, and business operations.
- Coordinate with CAAT PMs to ensure project records, meeting notes, action items, deliverable documentation, and closeout materials are organized and stored in accordance with CAAT records processes.
- Identify process gaps and recommend improvements to strengthen CAAT business operations, records management, agreement coordination, purchasing coordination, and administrative controls.
CAAT Events, Airspace Laboratory, Facilities, Logistics, and Supervision: 35%
- Manage the logistical execution of CAAT Consortium meetings held twice annually, including room reservations, on-site logistics, attendee support, meeting space readiness, visitor coordination, lodging coordination support, group meal reservations, catering or refreshments, parking and access coordination, signage, check-in support, and other required event logistics.
- Coordinate logistical support for CAAT all-hands meetings, internal CAAT meetings, technical interchange meetings, face-to-face project meetings, working group sessions, and other CAAT-sponsored events.
- Coordinate visitor logistics for consortium members, public-agency stakeholders, new personnel, and other meeting participants, including travel-planning information, lodging coordination, schedule coordination, and on-site arrival support.
- Coordinate with technical personnel, PMs, working group leads, and presenters to ensure meeting logistics support the event agenda while technical staff remain responsible for presentation content, technical materials, briefings, and substantive meeting outputs.
- Manage scheduling coordination for the CAAT Airspace Laboratory, including meeting reservations, usage tracking, and laboratory availability for CAAT project meetings, consortium activities, technical interchange meetings, and face-to-face engagements.
- Coordinate CAAT Airspace Laboratory setup, room-readiness checklists, materials and equipment availability, IT/AV support, inventory support, and other logistical requirements with appropriate CAAT, ARI, TAM-FW, facilities, logistics, maintenance, and technical support personnel.
- Serve as the primary CAAT point of coordination for office and building-related issues affecting CAAT personnel or assigned office locations.
- Coordinate with TAM-FW personnel and other applicable facility support offices regarding building maintenance, access concerns, office and facility requests, room issues, and other support needs affecting CAAT personnel or CAAT meeting spaces.
- Serve as a primary liaison between CAAT and ARI Business Administration, ARI GRA, ARI Program Integration, and related support functions for operational, facility, equipment, supply, event, and administrative needs.
- Support CAAT fleet vehicle coordination, if assigned, including scheduling, usage tracking, maintenance coordination, records support, and related administrative requirements.
- Supervise student workers assigned to CAAT business operations, records management, meeting and calendar support, laboratory support, event logistics, and documentation tasks.
- Provide task direction and coordinate the work of ARI personnel temporarily assigned to support CAAT business operations, laboratory setup, records, meetings, events, or administrative activities.
- Identify operational issues involving facilities, logistics, laboratory scheduling, meetings, events, materials, equipment, IT/AV, or administrative support that could affect CAAT execution, and elevate them to the Project Director, CAAT, or the appropriate responsible party.
QUALIFICATIONS
Business Administrator I
- Bachelor’s degree in applicable field
- Five (5) years of related experience in business operations, administrative operations, project coordination, sponsored project support, agreement or contract coordination, office operations, facilities coordination, logistics coordination, records management, or a related operational support function with one (1) year of supervisory, lead worker, student worker oversight, or task coordination experience.
- Additional education may substitute for the required experience as follows:
- Master’s degree in applicable field, and three (3) years of related experience in business operations, administrative operations, project coordination, sponsored project support, agreement or contract coordination, office operations, facilities coordination, logistics coordination, records management, or a related operational support function with one (1) year of supervisory, lead worker, student worker oversight, or task coordination experience.
Business Administrator II
- Bachelor’s degree in applicable field
- Six (6) years of related experience in business operations, administrative operations, project coordination, sponsored project support, agreement or contract coordination, office operations, facilities coordination, logistics coordination, records management, or a related operational support function with one (1) year of supervisory, lead worker, student worker oversight, or task coordination experience.
- Additional education may substitute for the required experience as follows:
- Master’s degree in applicable field, and four (4) years of related experience in business operations, administrative operations, project coordination, sponsored project support, agreement or contract coordination, office operations, facilities coordination, logistics coordination, records management, or a related operational support function with one (1) year of supervisory, lead worker, student worker oversight, or task coordination experience.
SKILLS AND ABILITIE S
- Strong written and verbal communication skills
- Intermediate proficiency in Microsoft Office Suite
- High level of articulation and professionalism
- Exceptional attention to detail
- Critical thinking and proactive problem solving
- Ability to take initiative and identify opportunities for improvement
- Ability to either work in a team environment or independently with minimal guidance
- Ability to manage multiple schedules, deadlines, meetings, records, and administrative processes simultaneously while identifying conflicts, operational risks, missing information, process gaps, and required escalations
- Ability to coordinate effectively with internal staff, university offices, c