The Administrative Assistant provides financial, procurement, accounting, human resources, and administrative support for the Environmental Health & Safety (EHS) and Office of Emergency Management (OEM) departments. This position reports to the Business Manager and supports daily business operations, budget management, purchasing, accounts payable and receivable activities, personnel processes, departmental reporting, and administrative functions. The position serves as a key resource for department personnel by providing guidance on university procedures and ensuring compliance with applicable policies and regulations.

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The Administrative Assistant provides financial, procurement, accounting, human resources, and administrative support for the Environmental Health & Safety (EHS) and Office of Emergency Management (OEM) departments. This position reports to the Business Manager and supports daily business operations, budget management, purchasing, accounts payable and receivable activities, personnel processes, departmental reporting, and administrative functions. The position serves as a key resource for department personnel by providing guidance on university procedures and ensuring compliance with applicable policies and regulations.

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Required Qualifications

• High school diploma or GED.
• Five to seven years of office, administrative, financial, or related experience; or Associates with 3 years office work experience, and training or Bachelor’s with 2 years of office work experience, and training.

Preferred Qualifications

• Associate or bachelor’s degree.
• Two to three years of financial or administrative experience in a higher education environment.
• Experience working with electronic financial systems.
• Understanding of budgeting and financial management practices.
• Advanced Microsoft Excel skills, including formulas, pivot tables, and reporting.
• Experience maintaining databases and records.
• Knowledge of public safety, emergency management, environmental health, or related operations.

Knowledge, Skills, and Abilities

• Knowledge of accounting principles, budgeting, and financial procedures.
• Strong organizational and recordkeeping skills.
• Ability to analyze information and resolve problems.
• Excellent verbal and written communication skills.
• Ability to manage multiple priorities and meet deadlines.
• Strong customer service and interpersonal skills.
• Ability to work independently and collaboratively in a team environment.
• Proficiency in Microsoft Office applications.
• Ability to maintain confidentiality and exercise discretion when handling sensitive information.

Work Environment

This position primarily operates in an office setting and may occasionally require travel, driving, or support during departmental emergency operations. A valid driver's license is required. The position is designated as emergency essential personnel and requires successful completion of applicable background checks.

About Environmental Health & Safety and the Office of Emergency Management

Environmental Health & Safety and the Office of Emergency Management support the University of Tennessee's mission by promoting a safe, healthy, and prepared campus environment through regulatory compliance, emergency preparedness, occupational safety, environmental stewardship, and emergency response programs.

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Financial and Budget Support

• Assist with monitoring, reconciling, and tracking departmental expenditures and budgets.
• Support preparation of financial reports, budget analyses, and year-end close-out activities.
• Maintain departmental ledgers and financial records.
• Assist with fixed assets and inventory tracking.
• Support audits and compliance reviews.
• Provide guidance to staff regarding financial policies and procedures.

Procurement and Accounting Services

• Process invoices, requisitions, order forms, and purchasing transactions.
• Assist with procurement card reconciliation and documentation.
• Monitor accounts receivable activities and support invoice generation and payment tracking.
• Research and resolve financial discrepancies.
• Maintain supporting documentation for financial transactions.
• Support purchasing activities and vendor interactions.

Administrative Support

• Serve as a primary point of contact for departmental inquiries and phone calls.
• Provide administrative support to EHS and OEM leadership.
• Prepare meeting/committee minutes and departmental documentation.
• Deliver training and guidance on departmental procedures.
• Support special projects and other duties as assigned.
• Coordinate onboarding activities for new employees.
• Assist with recruitment and hiring processes.
• Maintain personnel-related documentation and records.
• Support departmental personnel actions and HR processes.

Human Resources Support