Administrative Coordinator, Budget Planning and Analysis and the Treasurer's Office - UT System Administration

University of Tennessee•Knoxville, IA

3h•$55,000 - $65,000

About The Position

The Administrative Coordinator provides administrative support to the divisions of Budget Planning and Analysis and the Treasurer’s Office, and as needed to the Office of the Senior Vice President and Chief Financial Officer. The position also serves as office manager; supports communications, scheduling, travel, and procurement; assists with data entry, analytics, and reconciliations; and manages the UT System front office in the UT Tower. The coordinator handles administrative coordination, including preparing travel reimbursements, maintaining calendars and scheduling complex meetings, arranging meeting facilities, equipment, technology, and meals, and helping develop and maintain administrative processes. The role also supports special projects, reporting, correspondence, research, document gathering, task follow-up, and project management. Business and HR duties include maintaining budgets, reconciling expenditures and ledgers, preparing procurement- and travel-card reconciliations, procuring goods and services, liaising with central supplies and human resources, supporting onboarding and offboarding, ensuring payroll setup and processing, managing equipment assets and inventory, triaging inquiries, coordinating maintenance, maintaining required records, and serving as the primary liaison with DTS for technical support and equipment needs. The coordinator oversees daily operations of the UT System front office, provides work direction and training to front office staff, maintains front office procedures, and coordinates resources to troubleshoot and resolve problems.

Requirements

High school diploma or equivalent, plus at least five years of experience in an administrative support role, or an equivalent combination of education, training, and experience.
Exceptional customer service skills.
Ability to be creative, nimble, solution-oriented, diplomatic, responsive, communicative, self-motivated, and willing to learn and take initiative.
Advanced skills in Microsoft Office products, including Word, Excel, Outlook, and PowerPoint, and Adobe Acrobat Pro.
Knowledge of office administrative processes, budgeting, accounts payable, purchasing, and payroll.
Strong written and verbal communication, organizational skills, and attention to detail.
Ability to manage multiple ongoing projects and independently establish priorities to meet deadlines.
Ability to solve problems and refer questions, issues, or situations to appropriate staff, office management, or other University areas.
Knowledge of UT policies, procedures, and systems.
Ability to meet deadlines, anticipate office and staff needs, and suggest process improvements.
Ability to work both independently and in a team environment.
Ability to handle highly confidential and sensitive materials with integrity.
Ability to multitask and work in a fast-paced environment while meeting deadlines.

Nice To Haves

Bachelor’s degree.
Experience in an administrative role supporting a finance function in a complex environment.
Experience working with senior-level leaders.
UT or higher education experience.
Knowledge of UT policies and systems.
Ability to exceed expectations for meeting deadlines, anticipate the needs of divisions, and suggest process improvements.
Knowledge of standard financial reports, analytics, and information.

Responsibilities

Prepare travel reimbursements for the Associate Vice President of Budget Planning and Analysis and the Treasurer as needed.
Schedule complex meetings and maintain calendars for the Associate Vice President and Treasurer.
Arrange training and other meetings, including facilities, equipment, technology, and meals.
Assist with developing and maintaining departmental administrative processes, including onboarding and equipment inventory.
Complete special projects, such as data archival and transfer; review, edit, and compile reports and correspondence.
Assist the Associate Vice President and Treasurer with research, document gathering, task follow-up, and project management.
Provide administrative support to the Office of the Senior Vice President and Chief Financial Officer as needed.
Maintain budgets, reconcile expenditures and ledgers, and prepare reconciliations for procurement and travel cards.
Procure goods and services for the divisions and liaise with the central supplies program.
Serve as the primary liaison for HR processes related to onboarding and offboarding.
Ensure hourly and non-exempt staff are set up for payroll entry and that payroll is processed properly.
Manage divisional and departmental equipment assets and inventory in cooperation with the equipment refresh program.
Triage telephone and email requests and refer callers or issues to the appropriate employee or office.
Coordinate general maintenance issues for the divisions.
Liaise with applicable offices regarding historical records and maintain required records according to policy, rules, and regulations.
Serve as the primary liaison with DTS for technical support and equipment needs.
Oversee and manage daily activities and operations of the UT System front office.
Provide work direction and training to front office staff.
Develop and maintain front office procedures.
Coordinate resources to troubleshoot, identify solutions, and solve problems.