Administrative Associate: Graduate & Executive Education - UTK

University of Tennessee • Knoxville, TN

11d • Onsite

About The Position

Under the direction of the GEE Office Manager, the Administrative Associate is a member of the department’s administrative team, providing administrative support and front desk operations. The role supports financial and administrative tasks and ensures adherence to university and department policies and procedures. It performs a range of functions in financial support, office support, HR support, and logistics, and is cross-trained to back up other staff as needed. Responsiveness to department stakeholders—including faculty, staff, adjuncts, students, university offices, vendors, and others—is important. The position participates in HCB training and professional development, including regular FIO and TIS training and seminars.

The role processes and audits financial transactions, supports procurement, travel, and expense reporting, answers questions about financial procedures, and identifies or escalates discrepancies. It provides general administrative and customer service support, maintains office supplies and mailboxes, coordinates with other departments, and backs up administrative and financial staff. Logistical duties include scheduling department meetings, arranging travel, and managing university dining cards where applicable. The role is the primary staff member assigned to the GEE front desk and provides front desk administrative and technical support. It also coordinates appointments for the Associate Dean of GEE, including calendar management, meeting requests, and speaking engagements as needed.

The position is onsite in Knoxville, Tennessee. Applicants must be legally authorized to work in the United States full-time without requiring employment-based visa sponsorship now or in the future.

Requirements

• High school diploma or GED.
• At least 2 years of relevant, progressively responsible experience in a professional office setting, including financial administration or an equivalent combination of education, training, and experience.
• Knowledge of administrative and financial policies and procedures.
• Strong attention to detail.
• Basic to intermediate computer skills and ability to learn new software systems quickly.
• Ability to work independently under general supervision.
• Knowledge of Excel, Word, and other Microsoft products.
• Excellent written, verbal, interpersonal, and communication skills.
• Ability to work effectively with a wide range of internal and external university constituents.
• Ability to gather data, compile information, and prepare accurate reports.
• Ability to compare information to recognize and resolve discrepancies.
• Tact and discretion when handling a variety of issues.
• Ability to prioritize competing responsibilities and assignments.
• Ability to protect and maintain confidential information.
• Ability to plan and coordinate events.
• Legal authorization to work in the United States on a full-time basis without requiring employment-based visa sponsorship now or in the future.

Nice To Haves

• Vocational or technical training in business, HR, or accounting.
• Associate’s degree in business, HR, accounting, or a related field.
• Bachelor’s degree in business, HR, accounting, or a related field.
• Work experience in a higher education environment.
• Experience in a higher education environment.
• Beginner to intermediate Excel skills.

Responsibilities

• Process and audit department financial transactions, including invoices, travel, payroll, procurement card reconciliations, and petty cash reimbursements.
• Coordinate financial transaction requests and policy exceptions with FIO as needed.
• Support procurement processes in partnership with FIO, including informal bids, requisitions, contracts, and internal account transfers.
• Assist faculty, staff, and students with questions about financial procedures.
• Communicate policy changes and developments affecting travel, payroll, purchasing, and other financial matters to faculty and staff in a timely manner.
• Identify, review, resolve, or escalate accounts payable and receivable discrepancies.
• Back up the supervisor in coordinating department travel requests and expense reports.
• Provide consistent customer service to internal and external stakeholders.
• Maintain office supply inventory and mailboxes.
• Inform department leadership of potentially controversial matters and key issues, using discretion and maintaining confidentiality.
• Coordinate and collaborate with HCB departments and support units to support effective department operations.
• Provide backup support to other department administrative and financial staff, including the supervisor.
• Schedule and organize department meetings in accordance with relevant fiscal policies.
• Coordinate and book travel for department faculty and staff as needed.
• Manage use of and reporting for university dining cards when applicable.
• Provide front desk administrative and technical support, including team room management, printing, and organization.
• Serve as the primary staff member assigned to the GEE front desk.
• Coordinate and manage appointments for the Associate Dean of GEE, including calendar maintenance, meeting requests, and speaking engagements as needed.
• Participate in HCB training and professional development, including regular FIO and TIS training and seminars.
• Complete required UTK training modules through K@TE and other platforms.
• Seek and participate in professional development, educational, and training opportunities with DH/ADH approval.

Benefits

• Employees have access to career development and coaching, continued education, and professional development and training opportunities.
• The university describes its employee values as focusing on work-life balance, compensation, and innovation leadership.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED