Administrative Associate: Finance & HR Support

Haslam College of Business at the University of Tennessee; Knoxville (TN); On-site; USD 40,000 - 55,000; Full time

Job summary

The Financial Information Office (FIO) at Haslam College of Business, UT Knoxville, seeks an Administrative Associate to support department operations, HR tasks, payroll, procurement, and events in a dynamic university setting.

You will partner with department leadership, manage calendars, prepare reports, and ensure policy compliance while delivering excellent service to faculty, staff, and students. Strong Excel and Microsoft Office skills are essential.

Qualifications

• Education: High school diploma or GED required.
• Experience: Minimum of 3 years of relevant, progressively responsible experience in professional office setting.
• Knowledge of financial, bookkeeping, and general accounting principles
• Knowledge of administrative and financial policies and procedures
• Advanced computer skills including ability to quickly learn new software systems
• Ability to work independently with limited supervision
• Excellent knowledge of Excel, Word, and other Microsoft based products
• Ability to protect and maintain confidential information
• Ability to manage successful events

Responsibilities

• 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
• 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 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 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 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 campus system initiations, required documentation, support of search committee, coordination of interviews or related hiring events, and finalizing hiring documentation
• Supports search committees with necessary documentation, system access, timely processing of search steps, and coordination of associated activities
• Manages onboarding process of new hires, including required documentation, facilities access, key requests, systems access, equipment, parking, etc.
• Manages department office keys and security accesses, including new hires, current employees, and terminations
• Prepares and analyzes reports as requested; researches HR data and/or information to resolve discrepancies
• Manages all guest traveler submissions for Haslam College of Business
• CONTINUING EDUCATION/TRAINING/PROFESSIONAL DEVELOPMENT: Must participate in all HCB training and professional development, including 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 department leadership. Resources may include LinkedIn Learning, K@TE, UTK Learning and Organizational Development, or external professional organizations.

Skills

Excel

Word

Attention to detail

Discretion

Customer service

Independent work

Microsoft Office

Education

High school diploma or GED

Associate’s degree in Business, HR, Accounting, or related field

Tools

Microsoft Office

Job description

The Financial Information Office (FIO) at Haslam College of Business, UT Knoxville, seeks an Administrative Associate to support department operations, HR tasks, payroll, procurement, and events in a dynamic university setting.

You will partner with department leadership, manage calendars, prepare reports, and ensure policy compliance while delivering excellent service to faculty, staff, and students. Strong Excel and Microsoft Office skills are essential.