FIO Admin: Financial Information Office, Haslam College of Business - UTK

Job Description

Under leadership of Business Manager, this role functions as a vital member of FIO's administrative team, serving as the administrative associate for the FIO department. This role ensures successful execution of administrative tasks, coordinates ongoing department operations, and ensures adherence to all university and department policies and procedures. This role performs a wide range of administrative functions in the areas of office support, event and logistical support, HR support, and financial support.

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. Additionally, the position holder is expected to represent the department with professionalism, provide excellent customer service, and build positive relationships. Participates in all HCB training and professional development, including but not limited to regular trainings/seminars by FIO and TIS.

• GENERAL ADMINISTRATIVE SUPPORT:
  • Serves as administrator for FIO, working closely with department leadership to ensure consistent and accurate operations across all administrative functions
  • Collaborate with Business Managers in management of department email accounts(s)
  • Enhances and improves departmental processes through recommendations to leadership and successful implementation
  • Provides superior and consistent customer service to internal and external stakeholders
  • Researches, analyzes, and resolves issues within general guidelines established by department leadership and/or Financial Information Office (FIO)
  • Maintains office supply inventory
  • Manages calendars and coordination with other staff as appropriate
  • 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 work direction to department student assistants
  • Provides backup support to other administrative and/or financial staff members within department
• LOGISTICAL SUPPORT:
  • Schedules and organizes department meetings and events, adhering to all relevant fiscal policies
  • Provides logistical support/coordination for effective planning and execution of meetings and events
  • Prepares materials or supplies for meetings and events
  • Interacts with supply vendors and serves as point of contact for department space, equipment, or facility issues
  • Assists with department technology and AV needs, determining when to coordinate with TIS/OIT
  • Reserves meetings in applicable campus events system
  • Coordinates, books, reconciles travel for FIO Department, including Assistant Dean of Finance
  • Manages use of and reporting for university dining cards, when applicable
• FINANCIAL SUPPORT:
  • Coordinates tracking of department expenditures, including but not limited to base funds, restricted funds, scholarships, and faculty spending accounts; creates and maintains relevant financial reports
  • Provides verification and/or processing support for financial transactions, including but not limited to invoices, travel, payroll, procurement card reconciliations, scholarship authorizations, and petty cash reimbursements
  • Manages department travel requests and expense reports
  • Manages travel requests and expense reports for Haslam Undergraduate Business Departments (International Programs & Study Abroad, Technology Enhanced Education, Professional Development and Career Management, and Student Engagement Initiatives)
  • Assists with payroll reconciliation and reporting per policy, including payroll check registers
  • Assists with accurate account of fixed assets and space inventories annually; provides reports upon request
  • Manages registration and/or updates to university vendor system for procurement
  • Manages department procurement, adhering to all relevant fiscal policies, including but not limited to general office supplies, equipment, furniture, and other special orders;
    Conduct research and analyze information to resolve procurement issues
  • Enters petty cash reimbursement requests for all academic and support unit departments within Haslam College of Business
• HUMAN RESOURCES SUPPORT:
  • Supports staff recruitments and onboarding in partnership with FIO leadership, including but not limited to campus system initiations, required documentation, support of search…