Financial Operations Specialist - Digital Learning - UTK

Finance & Operations Coordinator

The Finance & Operations Coordinator serves as an operational partner within Digital Learning's Finance & Administration team. The position is responsible for the successful execution of accounts payable, travel, procurement, contracts, compliance, and related financial operations. Working collaboratively with colleagues across the Finance & Administration team and the university, the position exercises sound judgment, proactively advances work, and ensures financial processes are completed accurately, timely, and in accordance with university policy.

The individual that gravitates toward this role will continuously strengthen Finance & Administration operations by identifying recurring issues, translating experience into improved processes and enhancing resources that enable others to be successful.

Financial Operations:

Serves as the operational owner for Digital Learning's financial transaction processes, ensuring financial activities are executed accurately, efficiently, and in accordance with university policy. Exercises sound professional judgment to identify issues, resolve routine matters independently, and proactively advance work to completion.

• Process invoices, journal entries, purchase orders, cash deposits, and related financial transactions accurately and in compliance with university policy.
• Maintain the integrity of vendor, asset, and financial records by ensuring transactions are complete, appropriately documented, and accurately coded.
• Reconcile financial records, identify discrepancies, investigate root causes, and recommend appropriate corrective action.
• Monitor financial workflows and proactively follow up on outstanding approvals, documentation, or actions necessary to prevent delays.
• Recognize process inefficiencies and recommend practical improvements that strengthen internal controls and improve customer service.
• Serve as a trusted operational resource for Finance & Administration by anticipating needs rather than simply responding to requests.

Travel Administration:

Serves as Digital Learning's subject matter expert for university travel policies and procedures, partnering with travelers and campus stakeholders to facilitate compliant, efficient travel while minimizing institutional risk.

• Guide employees through travel planning, policy interpretation, and reimbursement requirements.
• Review travel requests and expense reports for policy compliance, accuracy, and completeness.
• Identify potential compliance concerns before expenses are incurred and work collaboratively to resolve them.
• Maintain current knowledge of university travel policies and communicate updates to departmental staff.
• Identify trends in travel errors, exceptions, or workflow challenges and recommend improvements that reduce risk and improve the traveler experience.

Relationship Management & Customer Service:

Builds productive working relationships with university partners, vendors, faculty, staff, and colleagues through responsive communication, professional judgment, and collaborative problem solving.

• Serve as the primary point of contact for vendors and internal customers regarding financial operations.
• Communicate proactively regarding outstanding approvals, payment status, contracts, and workflow issues.
• Resolve routine issues independently while recognizing when leadership engagement is appropriate.
• Represent Digital Learning professionally in interactions with university departments and external partners.
• Deliver exceptional customer service while balancing responsiveness with institutional policy and compliance requirements.

Compliance & Operational Stewardship

• Maintain documentation that meets audit and university requirements.
• Monitor financial workflows to ensure transactions remain compliant throughout the process.
• Identify potential compliance risks and take appropriate action before issues escalate.
• Support audits by maintaining organized, complete, and readily accessible documentation.
• Recommend improvements that strengthen internal controls and operational effectiveness.

Operational Excellence & Continuous Improvement

• Continuously evaluate processes for opportunities to improve efficiency, customer service, compliance, and operational effectiveness.
• Participate in implementation of new systems, technologies, and university initiatives.
• Demonstrate curiosity and coachability by applying lessons learned to future work and contributing ideas that strengthen Finance & Administration operations.

Required Qualifications:

Education:

Associate's degree with an equivalent combination of education and 2-3 years of progressively responsible experience.

OR

Bachelor's degree in business administration, accounting, finance, public administration, or a related field

Experience:

• Experience interpreting and applying policies, procedures, and internal controls while exercising sound professional judgment.
• Experience managing multiple priorities in a customer-focused environment requiring…