Job Description

Under leadership of Business Manager, this role functions as a vital member of FIO's administrative team, serving as the administrative associate for the FIO department. This role ensures successful execution of administrative tasks, coordinates ongoing department operations, and ensures adherence to all university and department policies and procedures. This role performs a wide range of administrative functions in the areas of office support, event and logistical support, HR support, and financial support. The position is also cross-trained to back up other staff as needed. Responsiveness to all department internal and external stakeholders (faculty/staff/adjuncts, students, FIO, HCB Dean's Office, Development, UTK HR/Payroll, vendors, etc.) is key. Additionally, the position holder is expected to represent the department with professionalism, provide excellent customer service, and build positive relationships. Participates in all HCB training and professional development, including but not limited to regular trainings/seminars by FIO and TIS.

• GENERAL ADMINISTRATIVE SUPPORT:
• Serves as administrator for FIO, working closely with department leadership to ensure consistent and accurate operations across all administrative functions
• Collaborate with Business Managers in management of department email accounts(s)
• Enhances and improves departmental processes through recommendations to leadership and successful implementation
• Provides superior and consistent customer service to internal and external stakeholders
• Researches, analyzes, and resolves issues within general guidelines established by department leadership and/or Financial Information Office (FIO)
• Maintains office supply inventory
• Manages calendars and coordination with other staff as appropriate
• Informs department leadership of potentially controversial matters or other key issues, using discretion and maintaining confidentiality
• Coordinates and works collaboratively with other departments and support units in HCB for effective department operations
• Provides work direction to department student assistants
• Provides backup support to other administrative and/or financial staff members within department
• LOGISTICAL SUPPORT:
• Schedules and organizes department meetings and events, adhering to all relevant fiscal policies
• Provides logistical support/coordination for effective planning and execution of meetings and events
• Prepares materials or supplies for meetings and events
• Interacts with supply vendors and serves as point of contact for department space, equipment, or facility issues
• Assists with department technology and AV needs, determining when to coordinate with TIS/OIT
• Reserves meetings in applicable campus events system
• Coordinates, books, reconciles travel for FIO Department, including Assistant Dean of Finance
• Manages use of and reporting for university dining cards, when applicable
• FINANCIAL SUPPORT:
• Coordinates tracking of department expenditures, including but not limited to base funds, restricted funds, scholarships, and faculty spending accounts; creates and maintains relevant financial reports
• Provides verification and/or processing support for financial transactions, including but not limited to invoices, travel, payroll, procurement card reconciliations, scholarship authorizations, and petty cash reimbursements
• Manages department travel requests and expense reports
• Manages travel requests and expense reports for Haslam Undergraduate Business Departments (International Programs & Study Abroad, Technology Enhanced Education, Professional Development and Career Management, and Student Engagement Initiatives)
• Assists with payroll reconciliation and reporting per policy, including payroll check registers
• Assists with accurate account of fixed assets and space inventories annually; provides reports upon request
• Manages registration and/or updates to university vendor system for procurement
• Manages department procurement, adhering to all relevant fiscal policies, including but not limited to general office supplies, equipment, furniture, and other special orders; Conduct research and analyze information to resolve procurement issues
• Enters petty cash reimbursement requests for all academic and support unit departments within Haslam College of Business
• HUMAN RESOURCES SUPPORT:
• Supports staff recruitments and onboarding in partnership with FIO leadership, including but not limited to campus system initiations, required documentation, support of search committee, coordination of interviews or related hiring events, and finalizing hiring documentation
• Supports search committees with necessary documentation, system access, timely processing of search steps, and coordination of associated activities
• Manages onboarding process of new hires, including but not limited to required documentation, facilities access, key requests, systems access, equipment, parking, etc.
• Manages department office keys and security accesses, including new hires, current employees, and terminations
• Prepares and analyzes reports as requested; researches HR data and/or information to resolve discrepancies
• Manages all guest traveler submissions for Haslam College of Business
• CONTINUING EDUCATION/TRAINING/PROFESSIONAL DEVELOPMENT:
• Must participate in all HCB training and professional development, including but not limited to regular trainings/seminars by FIO and TIS.
• Complete all required UTK training modules via K@TE and other delivery platforms.
• Proactively seek and actively participate in professional development/educational/training opportunities, with approval from department leadership. Resources may included LinkedIn Learning, K@TE, UTK Learning and Organizational Development, or external professional organizations.

Required Qualifications

• Education: High school diploma or GED required
• Experience: Minimum of 3 years of relevant, progressively responsible experience in professional office setting, or an equivalent combination of education, training, and experience.
• Knowledge, Skills, Abilities:
• Knowledge of financial, bookkeeping, and general accounting principles
• Knowledge of administrative and financial policies and procedures
• Strong attention to detail
• Advanced computer skills including ability to quickly learn new software systems
• Ability to work independently with limited supervision
• Excellent knowledge of Excel, Word, and other Microsoft based products
• Excellent written and verbal interpersonal and communication skills
• Ability to work effectively with a wide range of constituents internal and external to university
• Ability to gather data, compile information, analyze information, and prepare reports accurately
• Ability to compare information and apply critical thinking skills to recognize/resolve discrepancies
• Ability to use tact and discretion when dealing with a variety of issues
• Ability to prioritize competing responsibilities and assignments
• Ability to protect and maintain confidential information
• Ability to manage successful events

Applicants must be legally authorized to work in the United States on a full-time basis without need now or in the future for sponsorship for employment-based visa status.

Preferred Qualifications

• Education: Associate’s degree in Business, HR, Accounting, or related field
• Experience: Minimum of 3 years of relevant, progressively responsible experience in professional office setting, including some in higher education environment.
• Knowledge, Skills, Abilities:
• Experience in higher education environment
• Intermediate to advanced Excel skills

Work Location

• Location: Knoxville, TN
• Onsite

Compensation and Benefits

• UT market range: 5
• Find more information on the UT Market Range structure here
• Find more information on UT Benefits here

Application Instructions

To express interest, please submit an application with the noted below attachments.

• Resume
• Cover Letter

About The College/Department/Division

The Financial Information Office (FIO) serves as the Central Business Office for the Haslam College of Business providing budgetary and financial administrative service, human resources management, and fiscal policy guidance. FIO is dedicated to supporting the faculty, staff, and students of the Haslam College of Business. Our mission is to offer financial guidance, operations support, strategic leadership, and educational resources, facilitating connections between the college and university partners. We operate with a proactive, service-oriented approach, ensuring that our efforts align with the college's priorities, university policies, and fundamental accounting principles. Our team is committed to nurturing a culture of engagement and excellence built upon the core values of integrity, accountability, innovation, and professionalism.

The University of Tennessee, Knoxville, has shaped leaders, changemakers, and innovative thinkers since its founding in 1794. The university is home to more than 38,000 students and 10,000 statewide employees—the Volunteers—who uphold the university’s tradition of lighting the way for others through leadership and service.

UT Knoxville offers over 900 programs of study across 14 degree-granting colleges and schools. As Tennessee’s flagship land-grant university, its footprint spans the entire state. The university holds the highest Carnegie classification for research activity and has deep partnerships with industry leaders and the US Department of Energy’s largest multidisciplinary laboratory, Oak Ridge National Laboratory.

The Knoxville campus serves and recruits for UT Knoxville, including the Institute of Agriculture and the Space Institute, as well as the UT Institute of Public Service.

UT Knoxville considers its employees its number one asset. With values that focus on work-life balance, compensation, and innovation leadership, all Vols are supported to advance professionally. Employees have access to career development and coaching, continued education, and an extensive list of development and training possibilities. The Volunteer employee experience implements structures and practices to attract and retain top-tier talent, fostering a strong staff community and supporting a culture of involvement and engagement for everyone.

The university holds a strong commitment to its land-grant mission of learning and engagement, with a tradition of service and leadership that carries that Volunteer spirit throughout the state and around the world. It has been ranked nationally as “Best Employer for New Graduates,” “One of America’s Best Large Employers,” and “Best Workplace for Women,” and has been designated as “Best Place for Working Parents” by Forbes Magazine.

Apply today and join the Tennessee Volunteer community!