Accounts Payable Coordinator - Digital Learning at UT - UTK

This position reports to the Assistant Dean of Finance & Admin and serves as the transaction specialist for the unit.  This position’s primary responsibilities include accounts payable, travel, expenses, asset management, compliance and training. This position coordinates and performs daily activities and operations of the Finance & Administration office of Digital Learning.

Financial

• Accurately and promptly enters invoices for payment processing in accordance with university procedures.
• Coordinates procurement of approved items via the university marketplace or Procurement Card, ensuring supporting documentation (e.g., order request forms, receipts, and approvals) is - properly organized and archived.
• Prepares journal entries in compliance with accounting standards with appropriate supporting documentation.
• Prepares and enters petty cash transactions for all Digital Learning operations.
• Maintains and updates vendor files, including processing new vendor requests and ensuring compliance with university requirements.
• Reconciles monthly ledgers to ensure accuracy of financial records and identifies discrepancies for resolution.
• Manages the recording and reporting of assets, maintaining accurate inventory and compliance with asset management policies.
• Oversees the entry of contracts and purchase orders into the financial system, ensuring accuracy and policy alignment.
• Prepares cash deposits in accordance with university cash handling policies.
• Generates ad hoc financial reports and data summaries for stakeholders as needed.
• Develops and presents training or informational materials to unit staff on topics related to accounts payable, accounts receivable, travel, and related financial procedures.
• Identifies and recommends process improvements to the Assistant Dean of Finance & Administration to enhance operational efficiency and service delivery.

Travel

• Serves as the unit Subject Matter Expert (SME) for travel, advising travelers on university travel policies and procedures.
• Acts as the designated travel delegate, responsible for entering travel expenses on behalf of unit staff.
• Review and audit employee travel requests in accordance with university policy.
• Prepare and submit employee reimbursement requests in accordance with university policy.
• Book guest travel and prepare corresponding expense reports.

Communications

• Serve as the primary point of contact for vendors regarding invoice status, payment timing, and purchase order discrepancies; maintain clear, courteous, and timely communication to ensure prompt issue resolution and maintain positive vendor relationships.
• Liaise proactively with university staff across departments to clarify and resolve questions related to contract execution, invoice approvals, and financial transaction workflows.
• Provide regular status updates to internal stakeholders on outstanding payments, contract progress, and any actions required to prevent delays.
• Maintain a high level of professionalism in all interactions, delivering complex financial information in a clear and accessible manner to both financial and non-financial personnel.
• Respond promptly to inquiries from faculty, staff, and external partners, prioritizing customer service and accuracy in all communications.
• Collaborate with procurement, travel, and finance units to align processes, share updates, and address cross-functional concerns efficiently.
• Draft and distribute instructional materials or guidance related to invoicing, travel reimbursements, and contract procedures as needed to support departmental awareness and compliance.

Compliance

• Maintain comprehensive and organized accounts payable records, ensuring all invoices, receipts, payment authorizations, contracts, and supporting documentation are accurately filed—electronically—according to university policies and applicable audit standards.
• Ensure all financial records are coded correctly, contain the required approvals, and are entered into the system in alignment with established internal controls to prevent errors, fraud, or duplication.
• Monitor document workflows to confirm timely approvals and processing, identifying any delays or inconsistencies and taking corrective action when necessary.
• Adhere strictly to institutional and regulatory document retention schedules, ensuring proper archiving or secure disposal of records in accordance with legal and audit compliance guidelines.
• Support audit processes by retrieving and providing documentation upon request, and proactively preparing records to meet internal and external audit requirements.
• Periodically review recordkeepin