Financial Associate: Financial Information Office, Haslam College of Business - UTK

Job Description

Under the supervision of the Business Managers, these positions serve as key members of the Financial Information Office (FIO), supporting financial operations, reporting, and administrative functions for the college. These roles are responsible for assisting with accounts receivable reporting, including monthly and annual reporting requirements, as well as supporting compliance-related activities such as state/local tax reporting and annual UBIT reporting. These roles are responsible for processing all types of deposits on a daily basis, ensuring accurate documentation, timely recording, and adherence to university policies and procedures.

These positions provide operational support for private funding activities, including account setup, database maintenance, and monitoring shared inbox communications. They will ensure timely and accurate financial processing, reconciliation, and reporting while maintaining compliance with university and college policies. These positions also serve as a backup for accounts receivable transaction processing and provide administrative and operational support to ensure efficient day-to-day FIO operations.

Regular interaction with internal and external stakeholders is expected, with a focus on responsiveness, accuracy, and continuous process improvement.

FINANCIAL PROCESSING & RECONCILIATION

• Processes internal transfers for the college, ensuring correct coding and compliance with policy
• Processes accounts payable entries for GEE, including invoices, T-27s, gift cards, and internal transfers
• Reconciles monthly ledgers, identifying and resolving discrepancies in a timely manner
• Assists with maintaining accurate financial records to support reporting and audit requirements
• Proactively identifies and informs Business Managers of potential budget/financial issues, recommends solutions, and oversees implementation
• Provides guidance on allowable expenditures and relevant fiscal policies
• Researches, reviews, and resolves accounts payable discrepancies
• Maintains financial records in support of department accounting activities
• Manages payroll reconciliation and reporting per policy, including payroll check registers
• Applies intermediate to advanced Excel and/or analysis skills to enhance reports including pivot tables, formulas, and custom metrics
• Collaborates with FIO staff and departments to ensure consistent and accurate financial transactions
• Provides financial processing and/or reconciliation support to Haslam Undergraduate Business Programs ensuring compliance with fiscal policy
• Assists with department purchasing of gift cards and tracking inventory for yearend
• Serves as backup support for Accounts Payable transaction processing, including invoices and travel/procurement reconciliation

ACCOUNTS RECEIVABLE & REPORTING:

• Assists with preparation of monthly and annual accounts receivable (A/R) reports to support financial
• Prepares weekly open invoice reports to send to GEE program teams, problem solves and answers inquiries about reports
• Supports state and local tax reporting processes to ensure compliance with applicable regulations
• Assists with annual Unrelated Business Income Tax (UBIT) reporting requirements
• Reviews A/R data for accuracy and identifies discrepancies for resolution
• Maintains financial records in support of department accounting activities
• Serves as backup support for A/R transaction processing, including entries, deposits, and reconciliation of receivable accounts
• Researches, reviews, and resolves accounts receivable discrepancies
• Records revenue and processes deposits

PRIVATE FUNDING ADMINISTRATION & ACCOUNT MANAGEMENT:

• Provides administrative support for private funding activities across the college
• Monitors the FIO Private Funding general inbox, ensuring timely responses and proper routing of requests
• Creates restricted fund accounts in accordance with university and college guidelines
• Updates and maintains account crosswalks to ensure accurate financial reporting structures
• Maintains and updates gift and endowment databases, ensuring accuracy and completeness of records

GENERAL ADMINSITRATIVE & OFFICE SUPPORT

• Provides backup support for the FIO Office Manager as needed
• Assists with general office operations to support efficient workflow within FIO
• Supports coordination of financial documentation and internal processes
• Assists with ad hoc requests and reporting needs from leadership

CONTINUING EDUCATION/TRAINING/PROFESSIONAL DEVELOPMENT:

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

Required Qualifications

• Education: High…