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

University of Tennessee•Knoxville, TN

1d•$19 - $21•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 the Center’s compliance. It also requires experience preparing, processing, tracking, and monitoring purchases, contracts, subcontracts, and other financial transactions. The position supports vendor and consultant documentation, contract development and management, purchasing, invoices, procurement cards, inventories, tuition payments, internship and mentor stipends, and relocation reimbursements. It prepares monthly ledgers and supporting documents for Center grants and contracts totaling more than $3.7 million annually, monitors revenue and expenditures, supports sponsor billing and audits, and assists with year-end closeout accounting. The specialist also supports event planning and financial processing and recommends internal processes to help ensure adherence to University policy. 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 and contracting experience.
Knowledge of purchasing, contracts, and basic accounting procedures.
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 when working with University personnel, Center staff, and vendors or contractors.
Must be legally authorized to work in the United States on a full-time basis without requiring now or in the future sponsorship for an employment-based visa.

Nice To Haves

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

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 human resources 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 all 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 as requested, often monthly for some sponsors.
Work with the Business Manager and Director to process and document year-end closeout accounting for all projects.
Work with project staff to plan events and prepare bids, invoices, and other materials 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 Team that ensure adherence to University policy.