Financial Associate: Technical Innovation Solutions, Haslam College of Business - UTK

Under leadership of the department's Director, this role serves as a vital member of the HCB Technical Innovative Solutions (TIS) administrative team, functioning as the primary financial and operations manager for the department. This role provides management for all business and financial operations with minimal supervision, including ledger reconciliation, and reporting; college-wide IT equipment procurement, space inventory, and asset management inventory; and general administrative support for the TIS team. The position applies research, critical thinking, and analysis to resolve problems across a broad variety of financial and administrative duties and makes recommendations to leadership to create and change department procedures or address financial issues. This position also serves as a liaison to OIT, Procurement Services, Contracts Office, and the HCB Financial Information Office.

IT PROCUREMENT, INVENTORY & FINANCIAL TRANSACTION PROCESSING

• Manages all aspects of procurement for college-wide IT equipment, including processing received orders, gathering and advising on department equipment requests, submitting orders, coordinating with vendors, ensuring delivery, and tracking expenses

• Determines whether procurement requests meet criteria for requisition or contract; applies knowledge of multiple funding sources to make correct determinations on funding source(s) to be used

• Provides coordination and support for procurement processes in partnership with Vol-tech; assists faculty and staff with procurement process questions and ensures timely communication regarding procurement purchases

• Manages and executes annual Computer Upgrade Program process for the college, ensuring accuracy and timeliness of orders, adherence to budget, and compliance with all related policies

• Orders, Tracks, and submits reimbursement to OIT for annual Tech Fee

• Monitors and reconciles all departmental ledgers, creating and updating department procedures as necessary and ensuring compliance with fiscal policy

• Manages and maintains IT equipment inventory for all departments within the college

• Manages and maintains space inventory for TIS

• Manages licenses and financial contracts for the department

FINANCIAL MANAGEMENT AND REPORTING

• Provides expert guidance and detailed budget status to department leadership

• Applies intermediate to advanced Excel and/or analysis skills to enhance reports including pivot tables, formulas, and custom metrics

• Maintains financial records in support of department accounting activities; compiles financial data

• Produces both regular and on-demand reports on space, financial matters, P-card claims, and inventory for all departments within the college

• Serves as liaison to OIT, Procurement Services, Contracts Office, and HCB Financial Information Office

• Makes recommendations to Director to create and change department financial procedures or to address financial issues

• Coordinates and tracks all IT (asset and non-asset) and general surplus requests for the college

• Resolves inventory discrepancies

GENERAL ADMINISTRATIVE SUPPORT

• Provides backup customer service, including greeting visitors, answering phones/helpline, creating TDX support tickets, and responding to general email inquiries in absence of other department staff

• Generates ad hoc reports as needed by the department Director

• Process monthly and biweekly payroll for all exempt, non-exempt, contract, and student employees in TIS

• Recommends and oversees implementation of new or modified department procedures; coordinates and works collaboratively with other departments and support units in HCB for effective department operations

• Manages Director’s calendar; schedules events, TIS retreats, and training sessions for the college

• Responsible for creating monthly TIS newsletter and supports departmental recruitment process

• Supports on-boarding process and trains new employees on department processes

RECORDS MANAGEMENT

• Organizes and accurately maintains office files, supporting primary use of electronic files

• Keeps current on policies regarding record retention/storage/destruction to ensure department complies with Federal, State, UTK and HCB guidelines

• Initiates and coordinates process for any records that need to go to Records Retention or that need to be shredded/destroyed; retrieves historical records information as needed

CONTINUING EDUCATION/TRAINING/PROFESSIONAL DEVELOPMENT

• Must participate in all HCB training and professional development, including but not limited to regular trainings/seminars by FIO and TIS

• Complete all required UTK training modules via K@TE and other delivery platforms

• Attend