Under the leadership of the Department Head (DH) and Assistant Department Head (ADH), this role functions as the leading member of the department's administrative team, managing the department's administrative and financial processes. This role operates under general limited supervision, applying research, critical thinking, and analysis to resolve problems across various financial and administrative duties. This role recommends changes to the department’s procedures or addresses financial issues. The position is responsible for budget preparation, forecasting, and real-time monitoring of account balances to keep DH and ADH informed with relevant, accurate, and thorough financial data. This reporting will include managing Excel files with pivot tables and updating dashboards. Other responsibilities include implementing and maintaining all department-shared email, drives, and SharePoint work request lists. Additionally, this person will manage one full-time administrative associate to ensure timely and accurate processing, entry, and reporting of all departmental financial transactions. 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. Participates in all HCB training and professional development, including but not limited to regular training/seminars by FIO and TIS.

Required Qualifications

• Education:
  • High School diploma or GED
• Experience:

  • Relevant and progressively responsible experience with general bookkeeping, accounting, or financial administration.

  • Candidates must fulfill one of the following equivalencies:

    • No degree - 6 years of experience is required

    • Bachelor's degree - 2 years of experience is required

    • Master's degree - 1 year of experience is required

    • Internships can count towards experience.

• Knowledge, Skills, Abilities:

  • Excellent knowledge of excel including pivot tables.

  • Knowledge of financial, bookkeeping, and general accounting principles

  • Knowledge of financial policies and procedures

  • Strong attention to detail

  • Advanced computer skills, including ability to quickly learn new software systems

  • Ability to work independently with limited supervision

  • Excellent knowledge Word, and other Microsoft based products

  • Excellent written and verbal interpersonal and communication skills

  • Ability to work effectively with a wide range of constituents internal and external to university

  • Ability to gather data, compile information, analyze information, and prepare reports accurately

  • Ability to compare information and apply critical thinking skills to recognize/resolve discrepancies

  • Ability to use tact and discretion when dealing with a variety of issues

  • Ability to prioritize competing responsibilities and assignments

  • Ability to protect and maintain confidential information

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.

Preferred Qualifications

• Education:
  • Bachelor’s Degree in any field, Business Degree is preferred
• Experience:
  • Relevant and progressively responsible experience with general bookkeeping, accounting, or financial administration, including some in higher education environment.
• Knowledge, Skills, Abilities:

  • Experience in higher education environment

  • Exposure to dashboarding tools such as Power BI or Tableau

Work Location:

• Location: Knoxville, TN
• Onsite

Compensation and Benefits:

• UT market range: MR07
• Find more information on the UT Market Range structure here
• Find more information on UT Benefits here

Application Instructions:

To express interest, please submit an application with the noted below attachments.

• Resume
• Cover Letter

About The College/Department/Division:

The Department of Business Analytics and Statistics’ mission is to create knowledge through research and to disseminate that knowledge through our degree programs. Our faculty utilizes the results of its application-focused research to educate students on how to effect positive change within organizations through the targeted and effective use of analytics.

FINANCIAL MANAGEMENT AND REPORTING

• Provides expert guidance and detailed budget status to department leadership, always possessing a deep and broad understanding of the department’s financial situation
• Prepares annual department budgets in coordination with the Financial Information Office (FIO), with consistent monthly reporting of actuals for monitoring and evaluation of adjustments; aligns reporting with resources provided by HCB and/or FIO leadership
• Creates and presents detailed summary budget reports after the close of the fiscal year to support analysis of previous year's performance
• Applies intermediate to advanced Excel and/or analysis skills to enhance reports including pivot tables, formulas, and custom metrics.
• Manages the tracking of funds and departmental custom financial dashboards by faculty, degree programs, and special programs that the university's ERP system cannot track.
• Maintains financial records in support of department accounting activities
• Compiles financial data, monitors and balances accounts, prepares detailed financial reports, and resolves discrepancies
• Tracks and compiles funding and expenditure data, including but not limited to base funds, restricted funds, scholarships, and faculty spending accounts; provides status reports, analysis, and recommendations to department leadership
• Proactively identifies and informs the Department Head of potential budget/financial issues, recommends solutions, and oversees implementation
• Provides guidance on allowable expenditures and relevant fiscal policies
• Research, reviews, and resolves accounts payable and receivable discrepancies
• Proactively seeks, recommends, and oversees the implementation of new ways to streamline departmental financial processes
• Coordinates with FIO to ensure compliance with all college-level processes
• Coordinates with department faculty and FIO to accurately manage sponsored project proposals and post-award project accounting

GENERAL ADMINISTRATIVE DUTIES:

• Recommends and oversee the implementation of new or modified department procedures.
• Coordinates and works collaboratively with other departments and support units in HCB for effective department operations.
• Research and resolve issues, with general guidance and oversight from department leadership and/or Financial Information Office (FIO).
• Enhances and improves departmental processes through recommendations to leadership and successful implementation.
• Supervises department administrative associate; delegates tasks, oversees work, provides feedback and coaching, and evaluates performance.
• Informs department leadership of potentially controversial matters or other key issues, using discretion and maintaining confidentiality.
• Oversees planning and execution of special events.
• Interacts with supply vendors
• Department contact for any grants or contract questions.
• Provides backup front-line customer service, including greeting visitors, answering phones, and responding to general email inquiries.
• Manages calendars, shared drive, SharePoint work request list, and department email.
• Provides backup support for department meetings, including logistical support for effective planning and execution, and preparation of materials or supplies, adhering to all relevant fiscal policies.

PROCESSING/ENTRY OF FINANCIAL TRANSACTIONS:

• Audits financial transactions for department, including but not limited to invoices, travel, payroll, procurement card reconciliations, and petty cash reimbursements.
• Coordinates with FIO on any non-standard purchasing or procurement issues that cannot be handled by the junior associate.
• Provides coordination and support for procurement processes in partnership with FIO, including informal bids, requisitions, contracts, and internal account transfers
• Monitors and reconciles all departmental ledgers, creating and updating department procedures as necessary and ensuring compliance with fiscal policy
• Assists faculty, staff, and students with financial procedure questions
• Ensures timely communication with faculty and staff regarding changes/developments in policies affecting financial aspects of travel, payroll, scholarships, purchasing, etc.

CONTINUING EDUCATION/TRAINING/PROFESSIONAL DEVELOPMENT:

• Must participate in all HCB training and professional development, including but not limited to regular training/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 DH/ADH. Resources may include LinkedIn Learning, K@TE, UTK Learning and Organizational Development, or external professional organizations.