Contracts Management & Financial Associate - Division of Global Engagement - UTK

This position supports business operations for Global Engagement, with primary responsibility for contract management and financial administration. The role oversees a complex portfolio of programs with varied financial models and compliance requirements. This role will work collaboratively with Global Engagement stakeholders, university administrators across central offices, and domestic and international vendors. This position ensures effective coordination, fiscal stewardship, and operational efficiency. In addition to its core business functions, the role provides cross-functional support to Global Engagement initiatives as needed.

• Serve as the primary liaison between and main point of contact for PAO, GRIP, and UTK Contracts Office.

• Serve as the primary subject matter expert on university and state contract policy and policy compliance, proactively identifying risks in international agreements. May also train faculty and staff on submitting contracts and vendor information/requirements.

• Lead the comprehensive preparation and preprocessing of contracts and contract requirements for both foreign and domestic vendors.

• Collaborate with internal and external stakeholders regarding contracts, workflows, and various systems, aiding their development, enhancement, refinement, and upkeep. Recognize and resolve process related issues and bottlenecks. 

• Gather and confirm the requirements and credentials of contracts/vendors prior to submission.  

• Submit contracts into Contract Management System, including but not limited to, Memorandums of Understanding (MOUs), goods and services, as well as purchase orders for experiential education programs.  

• Monitor contract submissions and their statuses in Excel, Smartsheet, or comparable platforms as utilized by department. Provide reports to leadership regarding contract statuses and process related issues/optimization.  Proactively identify, highlight, and manage contracts nearing expiration.

• Review and pay vendor invoices and other payments in UT’s administrative system (DASH), paying close attention to special payment instructions such as wire transfers and foreign currency conversions.  

• Assist Financial Associate with program rectifications, coordinating with other departments as needed.  

• Facilitate student billing and interdepartmental transfers.  

• Assist with approval of travel expense report approvals by comparing to program budget. 

• Serve as backup for Financial Associate during absences. 

• Provide input and collaborative support to streamline operations, automate processes, formalize procedures, enhance customer service, and facilitate departmental goals.

• Stay abreast of Federal, State, International, and University policies and regulations related to contract issues/management by researching materials and attending conferences, among other methods, to advance knowledge and understanding of complex compliance risk-assessment and mitigation. 

• Collect, audit, and file Certificates of Insurance (COI) documents of vendors necessary for contract procedure and compliance purposes. 

• Participate in and assist with internal and external audit related processes and issues.

• Maintains a variety of complex and/or confidential records and files.

• Develop and maintain communication with internal and external UTK stakeholders along with international partners.

• Oversee the security of records, data, equipment, materials, and facilities. 

• Performs technical administrative work involving the exercise of independent judgement.  

• Supports the Business Manager in the development and interpretation of policy and procedure for business operation functions. 

• Facilitate vendor credentialing through Payment Works.

• Create clear process maps for procedures so that workflow can continue smoothly in absence.   

• Manage numerous and competing deadlines. 

• Other duties as assigned. 

 Required Qualifications

• Education: High school diploma or some college and specialized education or bachelor's degree.

• Experience: Four-five years office experience with high school diploma, some college and specialized education or one-two years office experience with bachelor's degree.

• Knowledge, Skills, Abilities:

  • Proficiency in Microsoft Suite (with a st