Administrative Specialist - Center for Learning, Education & Employment - UTK

University of Tennessee•Knoxville, TN

7d•Onsite

About The Position

The Administrative Specialist II performs complex administrative and financial duties for the Center for Learning, Education & Employment (CLEE) and across all of its grants/contracts. This position requires extensive knowledge of UT policies and monitors compliance of the Center's activities. The role involves experience in all phases of preparing, processing, and tracking/monitoring purchases, contracts/subcontracts, and other relevant financial transactions. The Administrative Specialist will also collaborate with the Project Manager to manage internship stipend payments, contract development and management, relocation reimbursements, and mentor stipends for 5 cohorts of school mental health interns and supervisors. Additionally, this role organizes and manages tuition payments for Project RAISE.

Requirements

High School Diploma or equivalent
2-3 years of administrative work
1-2 years with purchasing/contracting
Knowledge of procedures for purchasing, contracts, and other basic accounting practices.
Ability to stay current with UT administrative and fiscal policies.
Strong Microsoft Office skills.
Ability to work independently and make sound fiscal decisions based on Center and University policies and procedures.
Strong interpersonal skills for a variety of audiences- University personnel, Center staff, and vendors/contractors.
Applicants must be legally authorized to work in the United States on a full-time basis without need now or in the future for sponsorship for employment-based visa status.

Nice To Haves

High School Diploma or Equivalent
3+ years of administrative work
2+ years with purchasing/contracting at the University of Tennessee
Previous knowledge of UT systems and policies such as fiscal and HR policies and systems such as IRIS and DASH.

Responsibilities

Solicits vendor & consultant forms and prepares necessary documentation for entry and tracking in DASH.
Advises senior staff and works with vendors on the preparation, processing, and tracking of all contracts/subcontracts.
Writes specifications and sole source justifications for taking bids for purchase orders and contracts.
Tracks and bills UT internal invoices across all grants/contracts.
Processes and monitors all incoming invoices from vendors and ensures timely payments.
Maintains and updates equipment and space inventories.
Stays up to date and informs center management of the latest fiscal and HR policies.
Audits and processes procurement cards.
Orders supplies, equipment and software for Center or project use.
Troubleshoots financial and administrative issues.
Prepares ledgers and backup documents on a monthly basis for all Center grants/contracts totaling over $3.7 million annually.
Monitors incoming revenue and expenditures ensuring that all UT fiscal policies are followed.
Provides scanned documentation for billing/auditing as requested- often on a monthly basis for some sponsors.
Works with Business Manager and Director to process and document year-end close-out accounting for all projects.
Works with project staff to plan for events and prepare bids, invoices, etc. for events/facilities/caterers.
Follows fiscal policy for processing of all program income including checks, purchase orders, and credit card payments.
Makes recommendations to Center Management Team on internal processes that ensure adherence to University policy.