Business Administrator I-II, CAAT

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 ABILITIES

• 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, consortium members, vendors, and federal, state, local, and public-agency stakeholders
• Ability to manage SOP libraries, records, trackers, file structures, meeting documentation, and related records management systems and collaboration tools
• Ability to prepare agendas, record meeting minutes, track action items, maintain official records, and follow up professionally to drive administrative and operational actions to completion
• Ability to coordinate business operations, purchasing support, facilities, laboratory scheduling, office support, and related administrative logistics
• Ability to coordinate large and multi-stakeholder events, including consortium, technical interchange, and all-hands meetings, with responsibility for venue, visitor, lodging, meal, on-site, and event-readiness logistics.
• Ability to coordinate with technical personnel while maintaining appropriate separation between administrative and event logistics responsibilities and technical content responsibilities
• Ability to supervise student workers and coordinate the work of task-assigned personnel supporting CAAT business operations
• Ability to exercise discretion, responsiveness, and sound judgment when handling sensitive business, agreement, personnel, or consortium information
• Ability to travel up to 20% for position-related missions, meetings, events, and training
• Ability to lift 50 lbs. and occasionally work outdoors
  

PREFERRED QUALIFICATIONS

• Master’s degree in Business Administration, Public Administration, Organizational Leadership, or applicable field.
• Experience in higher education, university research administration, sponsored programs, public-agency projects, aviation-related organizations, or research center operations.
• Experience supporting federally sponsored projects, task orders, consortia, research centers, or multi-partner programs.
• Experience coordinating agreements, MNDAs/NDAs, contracts, purchasing requests, or administrative routing packages in a university, public agency, research, or business operations environment.
• Experience managing master calendars, complex meeting schedules, technical interchange meeting schedules, high-volume organizational calendars, or portfolio-level scheduling processes.
• Experience maintaining SOP libraries, records management systems, SharePoint/Teams sites, project trackers, or document control processes.
• Experience supporting facilities coordination, laboratory scheduling, meeting space coordination, IT/AV support, equipment and supply inventory, or office logistics.
• Experience coordinating large meetings, conferences, consortium, technical, university, or multi-stakeholder public-sector events, including visitor, venue, lodging, meal, meeting-material, and on-site logistics.
• Experience coordinating student workers, temporary employees, administrative support personnel, or cross-functional support teams.
• Experience in aviation, advanced aviation, autonomy, transportation, public-sector technology, or government-sponsored research environments.

SALARY:  $5,416.67 - $6,577.67 Monthly ($65,000 - $78,932.04 Annual, Approximately)

NOTE:

• Required to work in Fort Worth, Texas office location.
• Salary is dependent upon education and experience.
• This is a grant-funded position. Continued employment is contingent upon available funding.
• Due to federal law on deemed export controls/ITAR compliance, it is not possible to petition for visa sponsorship. Applicants must be a U.S. persons.
• All ARI employees may utilize university vehicles for official business travel, including travel to the main campus, local meetings, events, training, and travel within Texas. Employees who operate university vehicles must possess and maintain a valid driver's license.

BENEFITS (rules, policies, eligibility apply)From our generous benefits package and professional development opportunities, to our retirement programs and our commitment to service excellence, the Island University is an engaging and rewarding place to work.INSURANCE:

• • Medical
    • $0 - $30 per month for Employee Only coverage after university contribution ($920 value).
    • Up to 83% of premium covered by the university:
      • Employee and Spouse
    • • Employee and Children
      • Employee and Family coverage
  • Dental & Vision
  • Life Insurance, Accidental D&D, Long Term Disability, Flexible Spending Account and Day Care Spending Account

DUAL CAREER PARTNER PROGRAM

ON-CAMPUS WELLNESS OPPORTUNITIES

Work Life Solutions:

• Counseling, Work Life Assistance, Financial Resources, and Legal Resources

Tuition Benefits:

• Public Loan Forgiveness
• Book scholarships
• 100% tuition coverage for up to 18 credit hours per fiscal year (other rules may apply).

Retirement:

• Teacher Retirement System of Texas (TRS) or Optional Retirement Plan (ORP)
• Voluntary Tax Deferred Account/Deferred Compensation Plan

Time Off:

• 8+ hours of vacation paid time off every month.
• 8 hours of sick leave time off every month.
• 8 hours of paid time off for Birthday leave.
• 12-15 paid holidays each year.

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/Veterans/Disability Employer.