Financial Associate: Department of Applied Engineering - UTK

University of Tennessee•Knoxville, TN

7d•Onsite

About The Position

The Financial Associate performs a wide range of responsibilities that support the financial management, procurement activity, and human resources processes and administrative operations of the department. The position serves as a key resource for department personnel by providing guidance on university procedures and ensuring compliance with applicable policies and regulations. The position ensures accurate processing of financial transactions, assists with sponsored project support, oversees personnel document workflows, supports recruitment and onboarding, and provides guidance to faculty, staff, and visitors regarding fiscal and human resource policies.

Requirements

High school diploma or GED
Two years of relevant accounting and human resources experience
Knowledge of basic accounting principles
Excellent communication, customer service, and organization skills
Ability to multitask and work independently
Ability to prioritize a heavy workload
Excellent organizational and time management skills
Ability to multitask and prioritize tasks based on time-sensitive deadlines
Ability to work independently and with a team
Strong interpersonal and communication skills
Working 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's degree in a related field
Bachelor’s degree in a related field
Other Licenses/Certifications related to accounting, business, or HR
Experience in an academic environment
Experience hiring foreign nationals and communicating with non-native English speakers
Human resources experience related to recruiting, hiring, or employee relations
Knowledge of State and federal contracts and grant financial requirements
Working knowledge of UT fiscal and HR policies and procedures
Knowledge of financial / personnel management applications such as Oracle/Huron/DASH
Knowledge of personnel maintenance processes incl. hiring, I-9 e-verification, and USCIS (visa) processes.

Responsibilities

Serve as backup for cash handling, submitting cash receipts, and processing journal entry transactions to record allocations and corrections that align with Chart of Accounts guidelines.
Process account payable, accounts receivable, procurement card activity, and travel documentation.
Assist with documentation required for sponsored projects.
Research and resolve financial discrepancies.
Reconcile departmental accounts such as scholarships, startup accounts, and fee for service accounts.
Review labor distribution and effort certification data.
Prepare non-labor cost transfer forms.
Evaluate the allowability of funding changes.
Assist faculty with purchases related to sponsored projects.
Support setup and management of labor distribution schedules.
Coordinate all personnel documents including hiring packets, terminations, retirement forms, leave of absence requests, faculty development leave packets, and final paycheck checklists.
Ensure compliance with I-9 E-verification requirements.
Serve as the hiring manager for recruitment activities, support job posting and candidate file management, manage job offer transactions, and oversee onboarding scheduling.
Manage Net ID requests, guest traveler entries, pending employees, and visiting scholar processes.
Respond to personnel inquiries and collaborate with College HR, Campus HR, and CIE staff to maintain compliance with university policy.
Facilitate H-1B and J-1 requests, work closely with CGE to ensure accurate visa documentation.
Evaluate departmental positions for Actual Wage Certification.
Confirm financial support when required.
Monitor work authorization expirations and ensure foreign nationals complete required check-in processes and orientation.
Process additional work payments, service awards, and assist with faculty searches, faculty development leave cases, and promotion and tenure cases.
Support purchases for equipment, office supplies, laboratory supplies, chemicals, and classroom materials.
Obtain appropriate approvals for purchases.
Confirm delivery and setup needs for purchases.
Prepare requisitions, contracts, and non-competitive justification submissions.
Ensure compliance with university purchasing policy.
Oversee departmental asset listings and ensure annual inventory compliance.
Assist with procurement card transactions.
Complete required P Card and T Card training tracks.
Track procurement purchases.
Reconcile receipts.
Manage procurement card audit requests.
Communicate with campus personnel regarding fraudulent activity.
Oversee receiving and distribution.
Maintain procurement records.
Perform timetable entry.
Maintain files for active and closed departmental accounts.
Monitor record retention.
Support students, faculty, and staff.
Answer phone calls and greet visitors.
Assist with departmental events.
Perform other tasks that support daily departmental operations.
Support special projects and other duties as assigned.