Financial & HR Associate - Baker School - UTK

This position reports to the Director of Budgets for the Baker School and primarily performs financial and human resources functions to assist with grants and contracts processes of the Institute of American Civics and the Baker School. This position works in close collaboration with the Business Managers of the Institute of American Civics and the Baker School under the general supervision of the Budget Director of the Baker School. The Financial and Human Resources Associate supports ongoing operations by performing routine human resources transactions, processing purchase requisitions and purchase orders, submitting accounts payables transactions, and supporting financial reporting. The incumbent will perform these duties in compliance with departmental procedures and 

Human Resources

• Processes new hire paperwork, including E-Verify and I-9 documentation, for part-time undergraduate and graduate student employees 

• Enters personnel and position changes into the university ERP system 

• Processes labor distribution changes related to grant funding and effort reporting 

• Enters appointments, separations, funding changes, and approved additional pay transactions 

• Processes biweekly and monthly payroll and completes monthly payroll reconciliations 

• Assists with onboarding for new hires and transfers, as well as offboarding for employee separations 

• Completes additional personnel-related transactions and duties as assigned

Procurement 

• Reviews purchase requests submitted by college personnel for office supplies and equipment and processes and submits requisitions in compliance with departmental procedures and university policies

• Researches products for availability, pricing and compliance with departmental procedures and university policies

• Supports the initiation of contracts when necessary and ensures purchases are processed using existing university agreements in compliance with policy and purchasing best practices 

• Provides guidance on policy and procedures for allowable expenses and makes recommendations on procurement process based on the current operational needs

• Maintains vendor records and assists prospective vendors with establishing a new vendor account and setting up payment methods

• Processes and submits invoices for payment

• Verifies goods and services are received as ordered and manages vendor relations by resolving problems with orders 

• Enter contracts and associated documents/approvals in coordination with Grants & Contracts coordinator

Accounting

• Prepares monthly departmental ledgers for review, including submitting relevant backup documentation, and assists the Business Manager in reconciliation

• Responsible for the departmental procurement card including processing payment for catering, supply orders and equipment, event materials and marketing collateral, subscriptions, and items for student programs

• Processes petty cash reimbursements 

• Collects cash and check payments for vendor refunds, student deposits for programs abroad or departmentally supported student trips, or other accounts receivables

• Processes payment honorariums, speakers’ fees, and other ancillary payments

Travel 

• Sets up guest travelers and assists with travel arrangements, reimbursement & payments, and reporting in travel portal

   Provides guidance on policy and procedures for allowable travel expenses and use of university travel cards

• Supports the ongoing reconciliation of university travel cards and reviews reported expenses for allowable uses

• Acts as a delegate for Baker School and IAC faculty and staff in the university travel portal

• Provides additional guidance on how to obtain prior approval for travel requests and how to claim and submit travel expense reports for reimbursement

Administrative Functions 

• Monitors departmentally shared inboxes for incoming requests and manages correspondence with a customer service approach

• Supports as needed the successful coordination and execution of departmental events

• Completes special projects and research tasks as assigned by the Business Manager

Required Qualifications

• Education: High School diploma or GED

• Experience: Minimum of 2 years of relevant experience

• Knowledge, Skills, Abilities:

  • Ability to prioritize and manage complex projects in a fast-