Administrative Coordinator, Budget Planning and Analysis and the Treasurer's Office - UT System Administration

The primary purpose of this position is to provide administrative support to the divisions of Budget Planning and
Analysis and the Treasurer's Office, and as needed to the Office of the Senior Vice President and Chief Financial
Officer. This position also serves as the office manager; assists in communications, scheduling, travel and
procurement; provides support in data entry, analytics, and reconciliations; and manages the UT System front office
in the UT Tower.

Responsibilities

The primary purpose of this position is to provide administrative support to the divisions of Budget Planning and Analysis and the Treasurer's Office, and as needed to the Office of the Senior Vice President and Chief Financial Officer. This position also serves as the office manager; assists in communications, scheduling, travel and procurement; provides support in data entry, analytics, and reconciliations; and manages the UT System front office in the UT Tower.

Responsibilities include but are not limited to:

Administrative Coordination

• Travel: Prepare travel reimbursements for Associate Vice President Budget Planning and Analysis and Treasurer as needed.
• Meetings: Schedule complex meetings on behalf of the AVP and Treasurer, and maintain calendars.
• Arranges training or other meetings, including scheduling facilities, ensuring needed equipment/technology, arranging and ordering meals, etc. on behalf of Budget Planning and Analysis and the Treasurer's Office.
• Assist in the development and maintenance of departmental administrative processes (onboarding, equipment inventory, etc.).
• Performs special projects as requested (e.g. data archival and transfer).
  Reviews, edits, and compiles reporting and correspondence as needed.
• Assists the AVP and Treasurer with research, document gathering, task follow-up, and project management.
• Provides administrative support to the Office of the Senior Vice President and Chief Financial Officer as needed.
   

Business and HR Management

• Financial management: maintains budget, reconciles expenditures/ledgers, prepares reconciliation for procurement and travel cards.
• Review and approval will be assigned to other individuals.
• Purchasing/accounts payable: Serve as the primary individual responsible for procurement of goods and services on behalf of the divisions.
• Serve as the liaison between divisions and the central supplies program.
• Human resources: Serve as the primary liaison for HR related processes as indicated on divisional/departmental onboarding and offboarding forms.
• Ensures hourly and non-exempt staff are set up properly for payroll entry as indicated on division/departmental onboarding and offboarding forms.
• Ensure payroll is processed properly.
• Equipment: Manages divisional/departmental requirements associated with equipment assets and inventory in cooperation with the equipment refresh program.
• Triage telephone, email requests and refers caller/issue to appropriate employee/office.
• Coordinates general maintenance issues for the divisions.
• Records management: serve as a liaison with applicable offices for required historical records,
• Maintain required records according to applicable policy, rules, and regulations.
• Serve as the primary liaison with DTS to ensure appropriate technical support and equipment needs.
   

Front Office Operations

• Oversees and manages the daily activities and operations of the UT System front office.
• Provides work direction and training to front office staff,
• Develops and maintains front office procedures.
• Coordinates resources to troubleshoot, determine the best solutions, and solve problems

Qualifications

High school diploma or equivalent along with at least five years' experience in an administrative support role or an equivalent combination of education, training and experience.

Additional skills, experiences, and qualifications include:

• Exceptional customer service skills.
• Ability to be creative, nimble, solution-oriented, diplomatic, responsive, communicative, self-motivated, and willingness to learn new things and self-starting.
• Advanced skills in Microsoft Office products (Word, Excel, Outlook, PowerPoint) and in Adobe Acrobat Pro.
• Knowledge of office administrative processes, budgeting, accounts payable, purchasing, & payroll.
• Strong written and verbal communication skills, organizational skills, and attention to detail.
• Ability to handle multiple ongoing projects and independently establish priorities to meet deadlines.
• Ability to problem solve and refer questions/issues/situations to appropriate staff, office management, or other area of the University.
• Knowledge of UT policies and procedures and Systems.
• Ability to meet deadlines, anticipate needs of office and staff, and suggest improvements to make processes more efficient and effective.
• Ability to work in a team environment as well as independently.
• Ability to handle highly confidential and sensitive materials with integrity.
• Ability to multi-task, to work in a fast-paced environment, and to work with and meet deadlines.
   

Preferred 

• Bachelor's degree
• Experience in an administrative role supporting a finance function in a complex environment.
• Experience working with senior level leaders.
• UT or higher education experience.
   

Preferred knowledge, skills, and abilities

• Knowledge of UT policies and systems.
• Ability to exceed expectations for meeting deadlines, anticipate needs of divisions, and suggest improvements to make processes more efficient and effective.
• Knowledge of standard financial reports, analytics, and information.

Application Process 
For full consideration, applications should be accompanied by a letter of interest, a resume, and three professional references. Review of applications will begin immediately.      

Benefits and Compensation
Compensation for the position is budgeted for $26.44 ($55,000.00) - $31.25 ($65,000.00)

The University offers a comprehensive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits and much more. Additionally, Tennessee residents do not pay a state income tax. For more information on the University of Tennessee’s benefits, visit https://hr.tennessee.edu/benefits/