Administrative Associate: Graduate & Executive Education - UTK

University of Tennessee•Knoxville, TN

10d•Onsite

About The Position

Under the direction of the GEE Office Manager, the Administrative Associate is a vital member of the Graduate & Executive Education department’s administrative team, providing administrative support and front desk operations. The role supports the successful execution of financial and administrative tasks while ensuring adherence to university and department policies and procedures. Responsibilities span financial support, office support, HR support, and logistics, with cross-training to provide backup for other staff as needed. The position serves internal and external stakeholders, including faculty, staff, adjuncts, students, university offices, vendors, and others, and participates in HCB training and professional development. The role processes and audits financial transactions; supports procurement, travel, payroll, purchasing, and accounts payable and receivable activities; and assists department members with financial procedure questions. It also provides general administrative and logistical support, including office supply and mailbox maintenance, meeting and travel coordination, dining-card administration when applicable, and front desk support. As the primary staff member assigned to the GEE front desk, the associate provides administrative and technical assistance and coordinates appointments for the Associate Dean of GEE. The position requires participation in required UTK training and ongoing professional development. The role is onsite in Knoxville, Tennessee.

Requirements

High school diploma or GED.
At least 2 years of relevant, progressively responsible experience in a professional office setting, financial administration, or an equivalent combination of education, training, and experience.
Legally authorized to work in the United States full-time without requiring employment-based visa sponsorship now or in the future.
Knowledge of administrative and financial policies and procedures.
Strong attention to detail.
Basic to intermediate computer skills and the ability to quickly learn new software systems.
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 university and external constituents.
Ability to gather data, compile information, and prepare accurate reports.
Ability to compare information and recognize or resolve discrepancies.
Ability to use 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.

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.
Beginner to intermediate Excel skills.

Responsibilities

Process and audit departmental financial transactions, including invoices, travel, payroll, procurement card reconciliations, and petty cash reimbursements.
Coordinate financial transaction requests and policy exceptions with FIO as needed.
Coordinate and support procurement processes with FIO, including informal bids, requisitions, contracts, and internal account transfers.
Assist faculty, staff, and students with questions about financial procedures.
Communicate changes and developments in policies affecting travel, payroll, purchasing, and other financial matters to faculty and staff in a timely manner.
Identify, review, and resolve or escalate accounts payable and receivable discrepancies.
Provide backup coordination and support for 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 other key issues while using discretion and maintaining confidentiality.
Collaborate with other HCB departments and support units to support effective department operations.
Back up other administrative and financial staff members within the department, including the supervisor.
Schedule and organize department meetings in accordance with relevant fiscal policies.
Coordinate and book travel plans for department faculty and staff as needed.
Manage university dining-card use and reporting when applicable.
Provide front desk administrative and technical support, including team room management, printing, and organizing.
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 delivery platforms.
Seek and participate in professional development, educational, and training opportunities with approval from DH/ADH.