Contracts & Administrative Associate - Financial Information Office (Haslam College of Business)

Contracts & Administrative Associate - Financial Information Office

Haslam College of Business

Regular Full-Time, Market Range 5

The Haslam College of Business (HCB) at the University of Tennessee, Knoxville, invites applications for a Contracts & Admin Associate (Full-time, Non-Exempt) in the Financial Information Office. The HCB Financial Information Office (FIO) serves as the central business office for the entire college, including administrative units, academic departments, executive education programs, and research centers. Reporting to the GEE Business Manager, this position involves management of multiple accounts payable and operational functions in Graduate and Executive Education (GEE), including but not limited to oversight of the contracts process, reconciliation processes, and administrative support of travel for GEE faculty and staff. Since this role is heavily involved in the details of University processes, there is opportunity analyze current workflows, propose improvements, and work on streamlining processes within FIO and GEE. The position also develops and provides training to GEE stakeholders and is involved with various projects and other areas of FIO when additional needs arise.

Qualifications:

Responsibilities:

• Contracts Coordination
  • Manage the HCB Contracts general email account - respond to daily inquiries regarding contracts; take proper action on inquiries requiring research, processing, or execution of contract or related payments; direct inquiries to appropriate team member(s) as needed.
  • Provide exceptional service to faculty, staff, administrators, and sponsors regarding the contracts, the fiscal management of contracted/sponsored funds, and the associated university policies.
  • Work with departments to confirm requested services are necessary and cannot be performed satisfactorily and economically by available university resources and/or existing agreements.
  • Draft contracts, using the university's standard contract form, whenever possible for the standard terms and conditions; or review proposed contracts from associated vendors/organizations.
  • Submit the contract through the appropriate review and approval process; work in partnership with the UTK Contracts Office and other supporting units to successfully execute agreements. Be aware of special considerations such as those that apply to contracts requiring review by the state's Fiscal Review Committee.
  • Review and monitor the services being provided and maintain adequate records of the services; partner with department staff as needed.
  • Ensure that the services have been performed satisfactorily before approving a request for payment.
  • Upon request and/or completion of contracts, determine appropriate payment method and process payments in compliance with university policy and contract terms.
• Travel Administration
  • Serve as subject matter expert for current travel system(s) and University travel policy for FIO and GEE
  • Support GEE travelers and ensure timely processing of all department travel requests and expense reports, performing as delegate for booking and expensing both domestic and international travel
  • Liaison with the campus travel group to resolve issues when they arise; work with GEE Business Manager when exceptions to policy are needed
  • Provide training and consulting for Haslam College of Business on travel processes/procedures, travel cards, and any associated systems
  • Partner with HCB IPSA to support faculty and guest travel for international program experiences
• Financial Coordination and Administration
  • Monitor GEE general inboxes and respond to incoming requests; Research as necessary to provide accurate guidance
  • Provide guidance to GEE stakeholders on various accounts payable and receivable related questions and issues, weighing all options and leading them in the proper direction
  • Conduct training sessions on fiscal policy and other relevant processes for GEE staff
  • Develop and share training materials on accounts payable activities, utilizing all available platforms including the GEE HUB
  • Stay up-to-date on the latest fiscal policy announcements in order to effectively communicate and implement changes
• Other duties as assigned
  • Organize and manage special projects as requested
  • Provide work direction to temp employees and/or students
  • Provide support to FIO team as needed

Qualifications:

• Required Qualifications and Experience:
  • High School Diploma or GED plus 3-5 years accounting/financial experience or Bachelor's degree in business, accounting, or related field plus 2-3 years accounting/financial experience
  • Proficient to advanced Microsoft Office and Excel skills
• Desired Qualifications and Experience:
  • 2-3 years IRIS/SAP or other ERP system experience
  • Experience in a higher education or government setting

Knowledge, Skills and Abilities:

• Required:
  • Knowledge and understanding of general accounting principles.
  • Ability to apply fiscal policies to accurate completion of financial transactions.
  • Ability to process large numbers of financial documents, and to understand the complex nature of the hierarchy of financial accounts.
  • Ability to multi-task and to work under pressure with strict deadlines.
  • Excellent verbal and written communications skills.
  • Microsoft Suite of software skills.
  • Strong organizational and analytical skills.
  • Ability to work effectively with and communicate with individuals from diverse backgrounds and environments, including faculty, executives, and corporate customers.
  • Strong attention to detail.
  • Project management skills.
• Preferred:
  • Knowledge or skills from experience working with contracts and/or types of legally binding agreements
  • Working knowledge of SAP or enterprise resource planning (ERP) software
  • Knowledge or skills from experience in higher education environment
  • Knowledge or skills with CANVAS academic resource and/or customer resource management software

Application Process:

The Knoxville campus of the University of Tennessee is seeking candidates who have the ability to contribute in meaningful ways to the diversity and intercultural goals of the University. Screening of applicants will begin immediately and will continue until the position has been filled.

Interested individuals should provide a cover letter addressing professional experience relevant to each required minimum qualification, a resume, and complete contact information for 3 professional references.