Financial Associate - Office of Research, Innovation, and Economic Development

FINANCIAL ASSOCIATE - Core Facilities

Office of Research, Innovation & Economic Development, Research Informatics

Non-Exempt, Market Range 07, Hybrid work schedule

Job Summary/Essential Job Functions

Responsible for the business operations for the Core Facilities Program within the Office of Research. Performs advanced financial duties in maintaining accounting and personnel records. Assists CFP Business Manager with fiscal administration including but not limited to budget reporting, analysis, core rate proposals, and oversight of all accounts. Performs the day-to-day business duties related to personnel management, purchasing, accounts payables, accounts receivables, sales tax reporting, contracts, travel coordination, inventory, and other business functions for the Core Facilities Program. Compiles budgetary data and prepares reports from a number of sources. Monitors and reconciles departmental and core accounts. Manages the Stratocore billing system, including user profiles, account numbers, rates creation, and service management. Prioritizes work based on the objectives and goals of the Core Facilities Program. Makes recommendations to create and change office-level procedures. Researches and analyzes information to solve problems.

Qualifications:

Duties and Responsibilities

• Assists in yearly budget preparation for the Core Facilities Program; develops, assembles and compiles data and reviews all expense projections for accuracy; prepares probables for mid-fiscal year analysis for all University Core Facilities and the Core Facilities Program.

• Generates reports and assists Business Manager with budget forecasting during the year and for end of year closeout. Performs account analysis and provides monthly statistical reports summarizing account information obtained from the IRIS / DASH system and data bases; works closely with Business Manager to monitor departmental and core accounts to ensure that the Office of Research cores meet budget.

• Works closely with Business Manager to prepare core facility rate proposals; compiles expense and revenue data; and reviews all core lab submitted data for accuracy.

• Handles day-to-day financial operations for the Core Facilities Program. Initiates, reviews, verifies, and certifies all purchase orders, invoices, internal transfer vouchers, deposits in IRIS / DASH. Initiates correspondence and communicates with vendors and UT departments to resolve issues related to purchases, contracts, receivables, timekeeping, travel, general business operations. Independently identifies problems and takes initiative for resolution.

• Prepares periodic sales tax report data; ensures accuracy and timely completion of report data.

• Creates non-compete justifications, requisitions, contracts and asset numbers. Independently routes purchases and contracts in routing system and monitors routing and execution of documents. Uses a procurement card to initiate purchases and maintains all necessary documentation to support purchases.

• Manages the travel processing for Core Facilities Program staff and lab managers, including coordinating travel plans and processing initial authorizations and expense reports. Independently communicates with traveler for information required per travel policy.

• Performs inventory check of all equipment and computers assigned to the department, and updates inventory changes in the IRIS / DASH system.

• Manages the Stratocore billing system users and groups; assigning correct user rate and tax status during profile creation; verifying internal users' charge numbers with their departmental business offices; and verifying external users' payment method, PO requirements, and AP contact info.

• Maintains accounts list in Stratocore, adding consistent description information and up-to-date account managers.

• Manages services and rates in Stratocore; creates new services and updates settings as needed; updates rates when new rate sheets go into effect. Problem-solves independently to support the needs of the core lab staff.

• Invoices internal and external users monthly; reconciles Stratocore invoice data with IRIS / DASH account data; and tracks external AR aging.

• Assists Business Manager with personnel functions. This includes creating positions, processing pay funding changes, terminations in IRIS / DASH for the Core Facilities Program.

• Establishes, updates, and maintains CFP files, inventories, and records; implements and maintains data management systems, as required.

• Responsible for maintaining proper retention of all business records which include departmental budgets, grants, invoices, personnel records and contracts.

• Ensures compliance to university fiscal policy.

Required knowledge, Skills, and Abilities

Knowledge of general accounting principles.

• Ability to gather data, compile information, and prepare reports.

• Ability to interpret, explain and apply a variety of policies, regulations and standards.

• Ability to quickly learn and apply UT policy and procedures to functional areas and willingness to understand and enforce these policies when required.

• Ability to communicate effectively, both orally and in writing.

• Ability to maintain consistent organization of documents and files for easy retrieval by self or others.

• Ability to analyze and solve problems.

• Skill in organizing resources and establishing priorities.

• Superb professional interpersonal and communication skills with a wide range of personalities, levels of position, and diverse cultures and backgrounds.

• Advanced skill using computer software, hardware, and database systems such as: Microsoft Office suite (Word, Excel, PowerPoint and Outlook email and calendaring, etc); Adobe Acrobat; SAP / IRIS or Oracle ERP.

• Excellent time management and organizational skills required. Must be able to prioritize, manage and organize multiple tasks, while meeting established deadlines.

Preferred knowledge, skills, and abilities

• Database management skill.

• Excel skill including pivot tables, vlookups, and other advanced formulas.

• Knowledge of sales tax policies and procedures.

Required level/type of experience and/or years of experience

Associate's Degree

Four years relevant work experience.

Preferred level/type of experience and/or years of experience

Bachelor's Degree

Additional Information

• Please attach the following electronic documents to the application: Cover letter, resume, and the names, email addresses, and telephone numbers of at least three professional references.

• Applications will be reviewed immediately and continue until the position is filled.

Related Websites:

• Core Facilities: https://research.utk.edu/oried/core-facilities/

• Office of Research, Innovation & Economic Development: https://research.utk.edu/oried/

• Employment & Benefits: http://hr.tennessee.edu/benefits/

• Benefits Summary for Active Employees: http://humanresources.tennessee.edu/benefits/gen_benefits_info.html