Financial Associate - Theory & Practice in Teacher Education - UTK

About the role

The Department of Theory and Practice in Education seeks a team lead for the purchasing and receiving of goods and services, accounts payable data entry in DASH, travel support for approximately 50 full-time faculty, staff, graduate assistants, and students, and equipment inventory.

Responsibilities

• Support the department in the responsible management of the department's fiscal and operational resources.
• Assign tasks to other team members, ensuring balanced workload distribution for purchasing and travel functions.
• Ensure proper receipts and invoices are obtained for all purchases; ensure goods or services are accounted for and documented when received; reconcile procurement card statement.
• Work in coordination with business manager and department staff in tracking and documenting funds source for purchases to ensure correct fund sources are used.
• Prepare and/or enter all accounts payable DASH transactions: enter all procurement card statement transactions for all department cardholders (excluding own statement), all invoices, vendor/contract payments, journal entries (transfers).
• Coordinate with business staff on monitoring and tracking expenses for miscellaneous internal awards for faculty/department use such as incentive grants, PDSA awards, FRAF awards, etc., to ensure fund use is in compliance with policy, funds are not overspent, and monies are reimbursed to the department from funding sources.
• Keep up with spreadsheets tracking F&A and Research funds for each faculty and help them monitor spending.
• Process documentation for surplus, transfers of equipment.
• Aid assigned program teams with planning, coordinating, and arranging for projects or special events, special projects, or acquisition of materials unique to the needs of the program team.
• Create, edit, finalize documents, and compile information/data for reports and planning purposes or other needs.
• Maintain, safeguard, and store documents, information, and files in accordance with policy.
• Provide guidance and information to faculty and team members related to policies and procedures to ensure compliance.
• Manage resources such as department copiers, printers, other equipment and supplies in accordance with department and campus policy (including replenishing).

Qualifications

• Education: High School Diploma
• Experience: Minimum of 3 years administrative experience in an office or university setting.
• Knowledge, Skills, Abilities: Ability to think and work independently without close supervision; establish and maintain effective working relationships with employees, general public, faculty, and students; effectively communicate both orally and in writing; maintain confidentiality of information related to students and or faculty (FERPA, etc); ability to plan, organize and prioritize workload as needed; extract, analyze and transmit data information from a variety of sources; knowledge of and proficient skills necessary to utilize technology and software such as word processing, spreadsheets, and databases.
• Preferred Qualifications: Associate’s Degree; Preferred 2-3 years experience working with purchasing, accounts payable data entry, and travel in a university setting, preferably at UT; Knowledge of general accepted accounting principles (GAAP); Knowledge of and the skills to utilize university systems such as DASH (Oracle), DASH Marketplace, 25 Live, ARGOS, Banner; Knowledge of UT policies and procedures.