UTSI-Financial Associate

Financial Associate – UTSI Business Office
University of Tennessee Space Institute (UTSI)

The University of Tennessee Space Institute (UTSI) seeks a Financial Associate to provide fiscal, office operations, and data management support within the UTSI Business Office. This position works closely with the Senior Financial Associate and assists the Director of Finance and Administration to ensure efficient financial operations, compliance with university and agency policies, and accurate reporting.

The Financial Associate will engage with department heads, business managers, academic staff, and graduate assistants, while also providing advanced administrative support for faculty and staff across campus. This position represents UTSI in a professional manner, frequently interacting with external organizations and ensuring that all financial processes meet university and state requirements.

Financial Operations (50%)

• Post accounting transactions in IRIS for invoices, purchase orders, honorarium payments, and petty cash reimbursements.
• Reconcile monthly financial ledgers for state, research, startup, gift, and income accounts.
• Manage new vendor creation, enter requisitions, and assist with payroll reconciliation.
• Track gift card inventory and maintain award compliance.
• Assist in preparing the annual fiscal year budget and year-end closeout.
• Prepare cost transfers, scholarships, and tuition waivers while ensuring accurate documentation.
• Advise faculty, staff, and students on fiscal policies, project budgets, and reporting requirements.

Accounts Receivable (15%)

• Handle daily receipting for cash and credit card transactions, including dining hall, dorm rent, and UTSI merchandise.
• Create deposit documentation for received funds and ensure proper filing and IRIS attachment.
• Maintain sales tax spreadsheets and prepare weekly bank deposits.
• Serve as a backup for deposit preparation when the physical plant is unavailable.

Procurement Support (15%)

• Process purchase orders for equipment, supplies, chemicals, and classroom materials.
• Obtain faculty approval for sponsored project purchases and ensure compliance with purchasing policies.
• Manage annual asset inventory and provide P-Card support, including reconciliation and audit requests.

Travel Coordination (10%)

• Create and submit travel requests, guest travel, and expense reports.
• Manage individual travel budgets for faculty, staff, and students.
• Serve as the Concur Travel expert for UTSI, ensuring compliance with budget allocation and travel policies.

Operational Administration & HR Support (10%)

• Maintain department head calendars, record meeting minutes, and assist with space coordination.
• Support faculty and staff on-boarding, including visa applications and search committee administration.

Required:

• High school diploma or GED.
• Two years of office experience in accounting, finance, or data entry.
• Knowledge of accounting principles (GAAP), Microsoft Office, and data management systems.
• Strong organizational, problem-solving, and communication skills.

Preferred:

• Associate’s degree in Accounting, Business, or a related field.
• Higher education experience, SAP/IRIS, and Banner system knowledge.
• Familiarity with UT policies, sponsored project accounting, and Uniform Guidance.

With over 225 years dedicated to education and research, and as one of the 100 largest employers in Tennessee, there is endless potential to discover at the University of Tennessee, Knoxville. This advanced academic center comprises 17 degree-granting colleges and schools, 900+ programs of study, 547 graduate programs, and is home to over 7,500 employees statewide who support the continued growth of the state’s flagship land-grant university. The University of Tennessee Institute of Agriculture, Anthropological Research Facility, Space Institute, and the UT Institute of Public Service are acclaimed entities of the UT system and with nearby affiliate, Oak Ridge National Laboratory, Rocky Top is a university on the rise. UT Knoxville considers its employees its number one asset and with values that focus on work-life balance, compensation, and innovative leadership, all Vols are supported to advance professionally. Employees have access to career development and coaching, continued education, and an extensive list of development and training possibilities. The Volunteer employee experience implements structures and practices that attract and retain a diverse community and that s