Administrative Specialist - Center Learning, Education UTK

Job Description

The Administrative Specialist II 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.

• 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.

• 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.

• 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.

• 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-based visa status.

• 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.

Location:

Knoxville, TN

• Onsite

• 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