Accounting & Systems Coordinator - Vice Provost of Student Success - UTK

Reporting to the Assistant Director, Fiscal Affairs, the Accounting and Systems Coordinator supports the Division of Student Success with audit support, reconciliations, reporting, reviews and other related tasks. Additionally, the incumbent will perform technical duties to support website creation and maintenance, presentation design, Teams/SharePoint sites and channel creation/maintenance, computing equipment short/long term planning and inventory system design and maintenance.

Fiscal Responsibilities (65%)

• Reconciles the general ledger for all divisional accounts by verifying that all accounts have appropriate documentation for authorized expenses on a monthly basis, by reviewing and tracing departmental records for contracts, invoices, procurement card statements, and cost transfers as submitted by departments to administrative staff.

• Retrieves financial documents and transactions and participates in random and scheduled divisional audits by: retrieving documents and making comparisons to guidance for various documents to ensure that university and divisional rules have been observed.  The supervisor will set the scope of the review and the incumbent will perform tasks assigned.  Reviews proposed transactions to ensure that they are allowable before purchase.

• Works with academic department business managers across campus to process Undergraduate Research and Fellowship awards/assistantships for students and faculty.

• Prepares budget changes and cost transfers as needed.

• Participates in the annual budgeting and year-end processes by ensuring that departmental and campus deadlines are met and by preparing necessary fiscal entries.

• Prepares routine and impromptu fiscal reports. These will be fiscal reports such as revenue from orientation fees against the number of students paying X the fee paid; monthly budget reports by AVP area, career fair revenue against events hosted, petty cash reviews.  The incumbent will also run monthly reports from DASH and then summarize the reports into categories that are broader and narrower than presented in DASH.  They will need to establish, maintain and revise a reporting structure for the DSS Events area.   The incumbent will also need to forecast expenditures based on historical data, etc.

• Other fiscal duties as assigned.

Technical Responsibilities (30%)

• Creates/maintains departmental, Teams/SharePoint, and other digital websites and resources as needed.

• Presentation and spreadsheet design and support.

• Creates and maintains short and long-term computing business plans to ensure an up-to-date inventory and standardize costs.

• Troubleshoots issues outside of OIT's scope of service and liaises with OIT as necessary.

• Works with Director and Assistant Director on document retention policies and works with divisional leaders to ensure that documents are removed in a timely manner.

Other duties as assigned (5%)

Required Qualifications

• Education: 

  • Associate’s Degree

• Experience:

  • Two years of office / administrative/ fiscal support experience relevant to the position.

• Knowledge, Skills, Abilities: 

• Ability to work individually and collaboratively in a dynamic office environment 

• Communication skills needed to interact effectively and courteously with students, faculty, staff, and external partners and vendors

• Ability to supervise undergraduate student assistants

• Excellent student and customer service skills

• Excellent organizational skills and attention to detail

• Skills in Microsoft Office programs: Word, Excel, PowerPoint, and Outlook

• Ability to learn new systems as needed (e.g., Navigate, Argos, Slate, Banner, WordPress)

• Ability to execute financial and related transactions

• Ability to keep sensitive information confidential

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.