The University of Tennessee
Administrative Specialist- Center for Learning, Education, & Employment-UTK
The University of Tennessee, Knoxville, Tennessee, United States, 37955
Job Description
This position performs complex administrative and financial duties for the Center and across all of its grants/contracts. The position requires extensive knowledge of UT policies and monitors compliance of the Center's activities. This position requires experience in all phases of preparing, processing, and tracking/monitoring purchases, contracts/subcontracts, and other relevant financial transactions.
Responsibilities
Administrative Support Solicits vendor & consultant forms and prepares necessary documentation for entry and tracking in DASH. Advises senior staff and works with vendors on the preparation, processing, and tracking of all contracts/subcontracts. Writes specifications and sole source justifications for taking bids for purchase orders and contracts. Tracks and bills UT internal invoices across all grants/contracts. Processes and monitors all incoming invoices from vendors and ensures timely payments. Maintains and updates equipment and space inventories. Stays up to date and informs center management of the latest fiscal and HR policies. Audits and processes procurement cards. Orders supplies, equipment and software for Center or project use. Troubleshoots financial and administrative issues. This position will also collaborate with the Project manager to manage internship stipend payments, contract development and management, relocation reimbursements, and mentor stipends for 5 cohorts of school mental health interns and supervisors. Organizes and manages tuition payments for Project RAISE. Budget Support
Prepares ledgers and backup documents on a monthly basis for all Center grants/contracts totally over $3.7 million annually. Monitors incoming revenue and expenditures ensuring that all UT fiscal policies are followed. Provides scanned documentation for billing/auditing as requested- often on a monthly basis for some sponsors. Works with Business Manager and Director to process and document year-end close-out accounting for all projects. Event Support
Works with project staff to plan for events and prepare bids, invoices, etc. for events/facilities/caterers. Follows fiscal policy for processing of all program income including checks, purchase orders, and credit card payments. Makes recommendations to Center Management Team on internal processes that ensure adherence to University policy. Qualifications
Required Qualifications
Education:
High School Diploma or equivalent Experience:
2-3 years of administrative work and 1-2 years with purchasing/contracting. Knowledge, Skills, Abilities: Knowledge of procedures for purchasing, contracts, and other basic accounting practices. Ability to stay current with UT administrative and fiscal policies. Has strong Microsoft Office skills. Ability to work independently and make sound fiscal decisions based on Center and University policies and procedures. Has strong interpersonal skills for a variety of audiences- University personnel, Center staff, and vendors/contractors. 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 visa status. Preferred Qualifications
Education:
High School Diploma or equivalent Experience:
3+ years of administrative work and 2+ years with purchasing/contracting at the University of Tennessee Knowledge, Skills, Abilities:
Previous knowledge of UT systems and policies such as fiscal and HR policies and systems such as IRIS and DASH.
Work Location
Knoxville, TN- This position will be onsite Compensation and Benefits
(please provide the market range for this position and anticipated hiring range if applicable.)
UT market range:
MR05 Anticipated hiring range:
approximately $19-21/hour Find more information on the UT Market Range structure here Find more information on UT Benefits here Application Instructions
For best consideration applicants should submit the below materials. Review of candidates will begin mid-Aug and continue until the position is filled.
Cover Letter Resume / CV
About Us
The University of Tennessee, Knoxville, has shaped leaders, changemakers, and innovative thinkers since its founding in 1794. The university is home to more than 38,000 students and 10,000 statewide employees-the Volunteers-who uphold the university's tradition of lighting the way for others through leadership and service.
UT Knoxville offers over 900 programs of study across 14 degree-granting colleges and schools. As Tennessee's flagship land-grant university, its footprint spans the entire state. The university holds the highest Carnegie classification for research activity and has deep partnerships with industry leaders and the US Department of Energy's largest multidisciplinary laboratory, Oak Ridge National Laboratory.
The Knoxville campus serves and recruits for UT Knoxville, including the Institute of Agriculture and the Space Institute, as well as the UT Institute of Public Service.
UT Knoxville considers its employees its number one asset. With values that focus on work-life balance, compensation, and innovation leadership, all Vols are supported to advance professionally. Employees have access to career development and coaching, continued education, and an extensive list of development and training possibilities. The Volunteer employee experience implements structures and practices that attract and retain a diverse community and that support a culture where everyone matters and belongs.
The university holds a strong commitment to its land-grant mission of learning and engagement, with a tradition of service and leadership that carries that Volunteer spirit throughout the state and around the world. It has been ranked nationally as "Best Employer for New Graduates," "One of America's Best Large Employers," and "Best Workplace for Women," and has been designated as "Best Place for Working Parents" by Forbes Magazine.
Apply today and join the Tennessee Volunteer community!
This position performs complex administrative and financial duties for the Center and across all of its grants/contracts. The position requires extensive knowledge of UT policies and monitors compliance of the Center's activities. This position requires experience in all phases of preparing, processing, and tracking/monitoring purchases, contracts/subcontracts, and other relevant financial transactions.
Responsibilities
Administrative Support Solicits vendor & consultant forms and prepares necessary documentation for entry and tracking in DASH. Advises senior staff and works with vendors on the preparation, processing, and tracking of all contracts/subcontracts. Writes specifications and sole source justifications for taking bids for purchase orders and contracts. Tracks and bills UT internal invoices across all grants/contracts. Processes and monitors all incoming invoices from vendors and ensures timely payments. Maintains and updates equipment and space inventories. Stays up to date and informs center management of the latest fiscal and HR policies. Audits and processes procurement cards. Orders supplies, equipment and software for Center or project use. Troubleshoots financial and administrative issues. This position will also collaborate with the Project manager to manage internship stipend payments, contract development and management, relocation reimbursements, and mentor stipends for 5 cohorts of school mental health interns and supervisors. Organizes and manages tuition payments for Project RAISE. Budget Support
Prepares ledgers and backup documents on a monthly basis for all Center grants/contracts totally over $3.7 million annually. Monitors incoming revenue and expenditures ensuring that all UT fiscal policies are followed. Provides scanned documentation for billing/auditing as requested- often on a monthly basis for some sponsors. Works with Business Manager and Director to process and document year-end close-out accounting for all projects. Event Support
Works with project staff to plan for events and prepare bids, invoices, etc. for events/facilities/caterers. Follows fiscal policy for processing of all program income including checks, purchase orders, and credit card payments. Makes recommendations to Center Management Team on internal processes that ensure adherence to University policy. Qualifications
Required Qualifications
Education:
High School Diploma or equivalent Experience:
2-3 years of administrative work and 1-2 years with purchasing/contracting. Knowledge, Skills, Abilities: Knowledge of procedures for purchasing, contracts, and other basic accounting practices. Ability to stay current with UT administrative and fiscal policies. Has strong Microsoft Office skills. Ability to work independently and make sound fiscal decisions based on Center and University policies and procedures. Has strong interpersonal skills for a variety of audiences- University personnel, Center staff, and vendors/contractors. 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 visa status. Preferred Qualifications
Education:
High School Diploma or equivalent Experience:
3+ years of administrative work and 2+ years with purchasing/contracting at the University of Tennessee Knowledge, Skills, Abilities:
Previous knowledge of UT systems and policies such as fiscal and HR policies and systems such as IRIS and DASH.
Work Location
Knoxville, TN- This position will be onsite Compensation and Benefits
(please provide the market range for this position and anticipated hiring range if applicable.)
UT market range:
MR05 Anticipated hiring range:
approximately $19-21/hour Find more information on the UT Market Range structure here Find more information on UT Benefits here Application Instructions
For best consideration applicants should submit the below materials. Review of candidates will begin mid-Aug and continue until the position is filled.
Cover Letter Resume / CV
About Us
The University of Tennessee, Knoxville, has shaped leaders, changemakers, and innovative thinkers since its founding in 1794. The university is home to more than 38,000 students and 10,000 statewide employees-the Volunteers-who uphold the university's tradition of lighting the way for others through leadership and service.
UT Knoxville offers over 900 programs of study across 14 degree-granting colleges and schools. As Tennessee's flagship land-grant university, its footprint spans the entire state. The university holds the highest Carnegie classification for research activity and has deep partnerships with industry leaders and the US Department of Energy's largest multidisciplinary laboratory, Oak Ridge National Laboratory.
The Knoxville campus serves and recruits for UT Knoxville, including the Institute of Agriculture and the Space Institute, as well as the UT Institute of Public Service.
UT Knoxville considers its employees its number one asset. With values that focus on work-life balance, compensation, and innovation leadership, all Vols are supported to advance professionally. Employees have access to career development and coaching, continued education, and an extensive list of development and training possibilities. The Volunteer employee experience implements structures and practices that attract and retain a diverse community and that support a culture where everyone matters and belongs.
The university holds a strong commitment to its land-grant mission of learning and engagement, with a tradition of service and leadership that carries that Volunteer spirit throughout the state and around the world. It has been ranked nationally as "Best Employer for New Graduates," "One of America's Best Large Employers," and "Best Workplace for Women," and has been designated as "Best Place for Working Parents" by Forbes Magazine.
Apply today and join the Tennessee Volunteer community!