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

University of Tennessee•Knoxville, TN

1d•Onsite

About The Position

The Administrative Specialist performs complex administrative and financial duties for the Center for Learning, Education & Employment and its grants and contracts. The role requires extensive knowledge of University of Tennessee policies and monitors compliance of the Center’s activities. It involves preparing, processing, and tracking purchases, contracts and subcontracts, and other financial transactions. The position provides administrative and budget support, including processing vendor transactions and invoices, managing procurement cards, maintaining inventories, preparing monthly ledgers and supporting documents, monitoring revenue and expenditures, and assisting with year-end close-out accounting. The specialist also collaborates with the Project Manager on stipend payments, contract development and management, relocation reimbursements, and tuition payments, and supports event planning and related purchasing and payments. The position is onsite in Knoxville, Tennessee. The anticipated hiring range is approximately $19–$21 per hour.

Requirements

High school diploma or equivalent.
2–3 years of administrative work experience.
1–2 years of purchasing or contracting experience.
Knowledge of procedures for purchasing, contracts, and basic accounting practices.
Ability to stay current with University of Tennessee 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 working with University personnel, Center staff, and vendors or contractors.
Legally authorized to work in the United States full-time without requiring employment-based visa sponsorship now or in the future.

Nice To Haves

High school diploma or equivalent.
3 or more years of administrative work experience.
2 or more years of purchasing or contracting experience at the University of Tennessee.
Previous knowledge of University of Tennessee systems and policies, including fiscal and HR policies and systems such as IRIS and DASH.

Responsibilities

Solicit vendor and consultant forms and prepare documentation for entry and tracking in DASH.
Advise senior staff and work with vendors to prepare, process, and track contracts and subcontracts.
Write specifications and sole-source justifications for bids for purchase orders and contracts.
Track and bill University of Tennessee internal invoices across grants and contracts.
Process and monitor vendor invoices and ensure timely payments.
Maintain and update equipment and space inventories.
Stay current on fiscal and HR policies and inform Center management of updates.
Audit and process procurement cards.
Order supplies, equipment, and software for Center or project use.
Troubleshoot financial and administrative issues.
Collaborate with the Project Manager to manage internship stipend payments, contract development and management, relocation reimbursements, and mentor stipends for five cohorts of school mental health interns and supervisors.
Organize and manage tuition payments for Project RAISE.
Prepare monthly ledgers and supporting documents for Center grants and contracts totaling more than $3.7 million annually.
Monitor incoming revenue and expenditures and ensure compliance with University fiscal policies.
Provide scanned documentation for billing and auditing requests, often monthly for some sponsors.
Work with the Business Manager and Director on year-end close-out accounting and documentation for projects.
Work with project staff to plan events and prepare bids, invoices, and other documentation for events, facilities, and caterers.
Follow fiscal policy when processing program income, including checks, purchase orders, and credit card payments.
Recommend internal processes to Center Management that support adherence to University policy.