Financial Associate, Marketing: Haslam College of Business - UTK

University of Tennessee • Knoxville, TN

1d • Onsite

About The Position

The Haslam College of Business (HCB) at the University of Tennessee, Knoxville, invites applications for a Financial Associate (Full-time, Non-exempt) in the Department of Marketing. Under leadership of Department Head (DH) and Assistant Department Head (ADH), this role functions as a vital member of the department's administrative team, serving as bookkeeper for department's financial processes. This role operates under general supervision where work is reviewed for accuracy. The position is responsible for timely and accurate processing, entry, and reporting of all departmental financial transactions, and real-time monitoring of account balances to keep DH and ADH informed with relevant, accurate, and thorough financial data. Responsiveness to all department internal and external stakeholders (faculty/staff/adjuncts, students, FIO, HCB Dean's Office, Development, UTK HR/Payroll, vendors, etc.) is key. As part of the department's administrative team, this role also includes duties to assist in general administrative tasks to ensure the efficient functioning of the department. Participates in all HCB training and professional development, including but not limited to regular trainings/seminars by FIO and TIS.

Requirements

• High school diploma required
• Minimum of 2 years of relevant, progressively responsible experience with general bookkeeping, accounting, or financial administration, or an equivalent combination of education, training, and experience.
• Knowledge of financial, bookkeeping, and general accounting principles
• Knowledge of financial policies and procedures
• Strong attention to detail
• Basic to intermediate computer skills including ability to quickly learn new software systems
• Ability to work independently under general supervision
• Knowledge of Excel, Word, and other Microsoft based products
• Excellent written and verbal interpersonal and communication skills
• Ability to work effectively with a wide range of constituents internal and external to university
• Ability to gather data, compile information, and prepare reports accurately
• Ability to compare information to recognize/resolve discrepancies
• Ability to use tact and discretion when dealing with a variety of issues
• Ability to prioritize competing responsibilities and assignments
• Ability to protect and maintain confidential information

Nice To Haves

• Associate’s or Bachelor’s degree preferred in Accounting, Business, or related field
• Beginner to intermediate Excel skills

Responsibilities

• FINANCIAL MANAGEMENT AND REPORTING: Maintains financial records in support of department accounting activities Compiles financial data, monitors and balances accounts, prepares financial reports, identifies and resolves basic discrepancies while escalating more complex issues to DH and ADH Applies beginner to intermediate Excel skills to enhance reports including pivot tables, formulas, and custom metrics Tracks and compiles funding and expenditure data, including but not limited to base funds, restricted funds, scholarships, and faculty spending accounts; provides status reports to department leadership Manages use of and reporting around internal order numbers, when applicable Manages payroll reconciliation and reporting per policy, including payroll check registers Provides guidance on allowable expenditures and relevant fiscal policies Identifies, reviews, and resolves or escalates accounts payable and receivable discrepancies Coordinates with Financial Information Office to ensure compliance with all college-level processes
• PROCESSING/ENTRY OF FINANCIAL TRANSACTIONS: Processes and audits financial transactions for department, including but not limited to invoices, travel, payroll, procurement card reconciliations, scholarship authorizations, and petty cash reimbursements Coordinates financial transaction requests and exceptions to policy with FIO as needed Records revenue and processes deposits Provides coordination and support for procurement processes in partnership with FIO, including informal bids, requisitions, contracts, and internal account transfers Monitors and reconciles all departmental ledgers, creating and updating department procedures as necessary and ensuring compliance with fiscal policy Assists faculty, staff, and students with financial procedure questions Ensures timely communication to faculty and staff regarding changes/developments in policies affecting financial aspects of travel, payroll, scholarships, purchasing, etc. Coordinates and books travel plans and manages travel on behalf of faculty and staff, and ensures travelers are familiar with policy surrounding university-sponsored travel
• GENERAL ADMINISTRATIVE SUPPORT: Provides front-line customer service, including greeting visitors, answering phones, and responding to general email inquiries Manages calendars in collaboration with other staff Coordinates and works collaboratively with other departments and support units in HCB for effective department operations Provides work direction to department student assistants Other duties as assigned
• RECORDS MANAGEMENT: Organize and accurately maintain office files, supporting primary use of electronic files Keep current on policies regarding record retention/storage/destruction to ensure department complies with Federal, State, UTK and HCB guidelines Initiate and coordinate process for any records that need to go to Records Retention or that need to be shredded/destroyed; retrieve historical records information as needed
• CONTINUING EDUCATION/TRAINING/PROFESSIONAL DEVELOPMENT: Must participate in all HCB training and professional development, including but not limited to regular trainings/seminars by FIO and TIS. Complete all required UTK training modules via K@TE and other delivery platforms. Proactively seek and actively participate in professional development/educational/training opportunities, with approval from DH/ADH. Resources may included LinkedIn Learning, K@TE, UTK Learning and Organizational Development, or external professional organizations.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED