Financial & HR Associate - Baker School - UTK

University of Tennessee•Knoxville, TN

15h•Hybrid

About The Position

This position reports to the Director of Budgets for the Baker School and primarily performs financial and human resources functions to assist with grants and contracts processes of the Institute of American Civics and the Baker School. This position works in close collaboration with the Business Managers of the Institute of American Civics and the Baker School under the general supervision of the Budget Director of the Baker School. The Financial and Human Resources Associate supports ongoing operations by performing routine human resources transactions, processing purchase requisitions and purchase orders, submitting accounts payables transactions, and supporting financial reporting. The incumbent will perform these duties in compliance with departmental procedures and university policies.

Requirements

High School diploma or GED
Minimum of 2 years of relevant experience
Ability to prioritize and manage complex projects in a fast-paced environment maintaining attention to detail and accuracy
Excellent administrative and problem-solving skills
Strong interpersonal, time management, communication and organizational skills
Knowledge of Microsoft Office Suite
Proficient ability with spreadsheets, databases and accounting software
Knowledge of accounting principles
Commitment to providing excellent customer service to Center staff and faculty

Nice To Haves

Associate’s Degree
1 year experience in higher education

Responsibilities

Human Resources Processes new hire paperwork, including E-Verify and I-9 documentation, for part-time undergraduate and graduate student employees
Enters personnel and position changes into the university ERP system
Processes labor distribution changes related to grant funding and effort reporting
Enters appointments, separations, funding changes, and approved additional pay transactions
Processes biweekly and monthly payroll and completes monthly payroll reconciliations
Assists with onboarding for new hires and transfers, as well as offboarding for employee separations
Completes additional personnel-related transactions and duties as assigned
Procurement Reviews purchase requests submitted by college personnel for office supplies and equipment and processes and submits requisitions in compliance with departmental procedures and university policies
Researches products for availability, pricing and compliance with departmental procedures and university policies
Supports the initiation of contracts when necessary and ensures purchases are processed using existing university agreements in compliance with policy and purchasing best practices
Provides guidance on policy and procedures for allowable expenses and makes recommendations on procurement process based on the current operational needs
Maintains vendor records and assists prospective vendors with establishing a new vendor account and setting up payment methods
Processes and submits invoices for payment
Verifies goods and services are received as ordered and manages vendor relations by resolving problems with orders
Enter contracts and associated documents/approvals in coordination with Grants & Contracts coordinator
Accounting Prepares monthly departmental ledgers for review, including submitting relevant backup documentation, and assists the Business Manager in reconciliation
Responsible for the departmental procurement card including processing payment for catering, supply orders and equipment, event materials and marketing collateral, subscriptions, and items for student programs
Processes petty cash reimbursements
Collects cash and check payments for vendor refunds, student deposits for programs abroad or departmentally supported student trips, or other accounts receivables
Processes payment honorariums, speakers’ fees, and other ancillary payments
Travel Sets up guest travelers and assists with travel arrangements, reimbursement & payments, and reporting in travel portal
Provides guidance on policy and procedures for allowable travel expenses and use of university travel cards
Supports the ongoing reconciliation of university travel cards and reviews reported expenses for allowable uses
Acts as a delegate for Baker School and IAC faculty and staff in the university travel portal
Provides additional guidance on how to obtain prior approval for travel requests and how to claim and submit travel expense reports for reimbursement
Administrative Functions Monitors departmentally shared inboxes for incoming requests and manages correspondence with a customer service approach
Supports as needed the successful coordination and execution of departmental events
Completes special projects and research tasks as assigned by the Business Manager