Financial Associate: Office of Research, Innovation, and Economic Development - UTK

The Financial Associate serves as one of two key financial professionals supporting a high-volume, complex research administration environment within the Division of Research Administration Shared Administrative Services (DRA-SAS) team in the Office of Research, Innovation, & Economic Development (ORIED) at the University of Tennessee, Knoxville (UT). Reporting to the DRA-SAS administrative team lead and ultimately to the Associate Vice Chancellor for Research Administration (AVCRA), this position independently carries responsibility for financial activities that directly impact the University’s research enterprise and financial stewardship.

The incumbent provides independent, day-to-day financial services to the Knoxville campus research community for post-award functions, including the billing, drawdown, and collection of sponsored projects totaling approximately $385M in annual expenditures. This role exercises sound judgment in applying policies and procedures, resolves routine and non-routine issues, and ensures the accuracy, timeliness, and integrity of financial transactions that affect compliance, cash flow, and institutional reporting.

DRA-SAS operates under a shared services model, and this position plays a critical role in ensuring consistent, high-quality service delivery across the division. The Financial Associate works with a high degree of autonomy while collaborating closely with peers and leadership to adapt support in response to evolving operational needs and priorities. Team members are expected to contribute in a manner that is positive, equitable, flexible, and responsive to the broader mission of ORIED and the University.

This position works in person at ORIED’s Cherokee Mills (CM) location. 

 FINANCIAL SUPPORT FOR DRA

Unapplied Cash & Sponsored Accounts Receivable Management

This position manages the Unapplied Cash Receipts Account and serves as the primary Accounts Receivable specialist for sponsored projects. Responsibilities include reviewing, researching, and applying sponsor payments to ensure accurate posting, timely reconciliation, and compliant financial reporting. The role analyzes deposits from invoices, sponsor portals, and automatic payments; prepares and reviews check and electronic deposits; and ensures all cash is fully applied and reconciled by month-end. When documentation is incomplete or payments are misrouted, the position independently investigates using DASH, Cayuse/Huron, internal systems, and direct sponsor outreach, often coordinating across multiple stakeholders to resolve issues.

As a resource for sponsored program accounts, and in accordance with UT and ORIED policies and procedures, this position independently:

• Monitors aging, collections, and sponsor payment trends; initiates follow-up and escalates unresolved items.

• Researches and resolves billing and payment discrepancies (misapplied payments, short-pays, overpayments, duplicates, and posting errors).

• Reviews invoices and financial records to ensure proper accounting treatment and regulatory compliance.

• Provides guidance to departments and faculty on billing, allowability, accountability, and payment application.

• Maintains accurate AR records and prepares reports to support month-end close, audits, and management oversight.

PROCESS IMPROVEMENT

• Each member of DRA-SAS is expected to be an active participant in meeting team objectives and goals, and improving work outcomes.
•  Under the general supervision of the DRA-SAS administrative team lead, administrative coordinators independently analyze information and interpret situations to determine how to solve a problem or complete an assignment effectively, and share these solutions and best practices with other members of the team. 
• They also make recommendations to the team lead to create and change office-level procedures.

MISSION CRITICAL IMPACT

Accurate and timely application of cash is essential to the financial integrity of sponsored projects. Delays or errors can trigger incorrect late-payment notices, damage sponsor relationships, and result in inaccurate federal reporting. High accuracy and independent judgment are required to protect university revenue and ensure full compliance with university, state, federal, and sponsor requirements.

SUPPORT DRA SPA STAFF AND OTHER DRA UNITS, INCLUDING ON-SITE ADMINISTRATIVE SUPPORT

All DRA-SAS team members provides on-site administrative support for ORIED’s CM-based staff (not limited to DRA staff). That support may include, but is not limited to: