Administrative Associate: Graduate & Executive Education - UTK

Under the direction of the GEE Office Manager, this role functions as a vital member of the department's administrative team, providing administrative support and front desk operations. This role ensures successful execution of financial and administrative tasks, and ensures adherence to all university and department policies and procedures. This role performs a wide range of administrative functions in the areas of financial support, office support, HR support, and logistics. The position is also cross trained to back up other staff as needed. 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. This role participates in all HCB training and professional development, including but not limited to regular training/seminars by FIO and TIS.

PROCESSING/ENTRY OF FINANCIAL TRANSACTIONS:

• Processes and audits financial transactions for department, including but not limited to invoices, travel, payroll, procurement card reconciliations, and petty cash reimbursements

• Coordinates financial transaction requests and exceptions to policy with FIO as needed

• Provides coordination and support for procurement processes in partnership with FIO, including informal bids, requisitions, contracts, and internal account transfers

• 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, purchasing, etc.

• Identifies, reviews, and resolves or escalates accounts payable and receivable discrepancies

• Supports and coordinates processing of department travel requests and expense reports as backup to supervisor

GENERAL ADMINISTRATIVE SUPPORT:

• Provides superior and consistent customer service to internal and external stakeholders

• Maintains office supply inventory and mailboxes

• Informs department leadership of potentially controversial matters or other key issues, using discretion and maintaining confidentiality

• Coordinates and works collaboratively with other departments and support units in HCB for effective department operations

• Provides backup support to other administrative and/or financial staff members within department, including supervisor

LOGISTICAL SUPPORT:

• Schedules and organize department meetings, adhering to all relevant fiscal policies

• Coordinates and books travel plans for department faculty and staff, as needed

• Manages use of and reporting for university dining cards, when applicable

Front Desk Support:

• Provide front desk administrative and technical support, such as team room management, printing, organizing, etc.

• Primary staff member assigned to GEE front desk.

Coordinate and manage appointments for Associate Dean of GEE, including but not limited to maintaining calendar, meeting requests, and speaking engagements, as needed

CONTINUING EDUCATION/TRAINING/PROFESSIONAL DEVELOPMENT:

• Must participate in all HCB training and professional development, including but not limited to regular training/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 include LinkedIn Learning, K@TE, UTK Learning and Organizational Development, or external professional organizations.

Required Qualifications

• Education:
  • High School diploma or GED
• Experience:
  • Minimum of 2 years of relevant, progressively responsible experience in a professional office setting
  • Financial administration or an equivalent combination of education, training, and experience.

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.

• Knowledge, Skills, Abilities:
  • Knowledge of administrative and 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
  • Ability to plan and coordinate events

Preferred Qualifications

• Education:
  • Vocational or Technical training in business, HR, or Accounting
  • Associate’s degree in business, HR, accounting, or related Field
  • Bachelor’s degree in business, HR, accounting, or related field
• Experience:
  • Work experience in a higher education environment preferred
• Knowledge, Skills, Abilities:
  • Experience in higher education environment
  • Beginner to intermediate Excel skills

Work Location

• Location: Knoxville, TN
• Onsite

Compensation and Benefits:

• UT market range: 05
• Find more information on the UT Market Range structure here
• Find more information on UT Benefits here

Application Instructions:

To express interest, please submit an application with the noted below attachments.

• Resume
• Cover Letter

About The College/Department/Division: Students in our highly ranked MBA and MSBA programs receive superior career and professional development. Their development is comparable to that delivered in the nation’s top business schools. This training ranges from career workshops that thoroughly prepare students to compete in the MBA and MSBA job markets to one-on-one career coaching that helps students develop business-relevant skills and competencies.

In addition to providing excellent professional development to our students, we continually strive to increase awareness of the Haslam MBA and MSBA programs among the world’s best corporations and organizations. This heightened recognition results in a wider net of employment opportunities with Haslam employer partners for our current MBAs and alumni.