Assistant Business Manager: Department of Civil and Environmental Engineering - UTK

University of Tennessee•Knoxville, TN

2d•Onsite

About The Position

Reporting to the Principal Business Manager, the Assistant Business Manager in the Civil and Environmental Engineering Department within the Tickle College of Engineering supports departmental financial operations and human resources functions by ensuring accurate processing of financial transactions and maintaining compliance with university and agency policies. The position assists departmental leadership with oversight of fiscal processes, personnel document workflows, budget activities, and administrative operations. This role represents the department professionally and supports faculty, staff, and students by providing guidance related to fiscal responsibilities and HR procedures.

Requirements

High school diploma or GED
6-8 years of accounting or business management experience
Knowledge of basic accounting principles.
Skill in communication, customer service, and organization.
Ability to multitask and work independently.
Ability to prioritize a heavy workload.
Skill in time management.
Ability to work both independently and within a team.
Skill in interpersonal communication.
Knowledge of Microsoft Office.
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

Associate degree or bachelor's degree in a related field
4-6 years of accounting or business management experience
Other licenses/certifications related to accounting, or human resources management fields.
Experience in an academic environment.
Experience working with foreign nationals and non-native English speakers.
Experience in recruiting, hiring, or employee relations.
Knowledge of state and federal contracts and grant financial requirements.
Knowledge of UT fiscal and HR policies and procedures.
Knowledge of financial and personnel management systems such as Oracle, Huron, and DASH.
Knowledge of personnel processes including hiring, I-9 E-verification, and USCIS visa procedures.

Responsibilities

Processing journal entries and financial transactions for accounts payable, accounts receivable, procurement card activity, and travel.
Assisting with documentation for sponsored projects.
Reconciling departmental accounts including scholarships, startup accounts, and fee for service accounts.
Reviewing labor distribution and effort certification data.
Evaluating the allowability of funding changes.
Preparing non-labor cost transfer documentation.
Assisting faculty with purchasing activity on sponsored projects.
Supporting recharge center activities.
Handling accounts receivable collections.
Assisting with invoice creation, distribution, and analysis.
Setting up and managing labor distribution schedules.
Running reports for analysis and validation.
Coordinating personnel documents such as hiring packets, terminations, retirement forms, leave of absence requests, faculty development leave packets, and final paycheck forms.
Ensuring compliance with I-9 E-verification requirements.
Serving as the hiring manager for departmental recruitments, overseeing job postings, candidate file dissemination, job offer transactions, and onboarding activities.
Managing Net ID requests for guest travelers and pending employee processes and visiting scholar entries.
Collaborating with College HR, Campus HR, and CIE staff to maintain compliance with fiscal and HR policies.
Facilitating H-1B and J-1 visa processes.
Working closely with CGE to ensure completion of visa documentation.
Evaluating department position titles for Actual Wage Certification.
Confirming financial support commitments.
Monitoring work authorization expirations.
Ensuring foreign national check-in and orientation completion.
Managing OPTC testing requirements for graduate teaching assistants.
Processing additional work payments, service awards.
Assisting with administrative duties for faculty searches, faculty development leave cases, and promotion and tenure cases.
Supporting orders for equipment, office supplies, lab supplies, chemicals, and classroom materials.
Ensuring appropriate approvals for procurement.
Preparing requisitions, contracts, and non-competitive justification submissions.
Confirming delivery and setup requirements for procurement.
Managing asset inventory and supporting annual inventory processes.
Assisting employees with procurement card transactions.
Completing required P-Card and T-Card training.
Tracking procurement activity.
Reconciling receipts.
Managing audit requests.
Addressing fraudulent activity concerns.
Overseeing receiving and distribution of goods while maintaining unit records.
Assisting with timetable entry.
Running trend analysis reports.
Maintaining departmental account files.
Monitoring record retention.
Supporting departmental events.
Providing customer service to faculty, staff, and students.
Answering phone calls and greeting visitors as needed.