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-paced environment maintaining attention to detail and accuracy

  • Excellent administrative and problem-solving skills

  • Strong interpersonal, time management, communication and organizational skills

  • Knowledge of Microsoft Office Suite

  • Proficient ability with spreadsheets, databases and accounting software

  • Knowledge of accounting principles

  • Commitment to providing excellent customer service to Center staff and faculty

Preferred Qualifications

• Education: Associates Degree

• Experience: 1 year experience in higher education

• Knowledge, Skills, Abilities:

Work Location

• Location: Knoxville, TN

• Hybrid

Compensation and Benefits

• UT market range: MR06

• Anticipated hiring range: $21.63-24.52 Hourly ($45,000-$51,000)

• Find more information on the UT Market Range structure here

• Find more information on UT Benefits here

Application Instructions

To express interest, please submit an application with the noted below attachments. To be assured of full consideration, completed applications with all requested materials should be submitted on or before June 4 th .

• Resume

• Cover Letter

About The College/Department/Division

The University of Tennessee, Knoxville, is the states flagship research institution, a campus of choice for outstanding undergraduates, and a premier graduate institution. As a land-grant university, it is committed to excellence in learning, scholarship, and engagement with society.

The Baker School of Public Policy and Public Affairs was established in 2023 to honor the distinguished life and legacy of Howard H. Baker Jr., a former U.S. Senator, Senate Majority Leader, White House Chief of Staff, and Ambassador to Japan. Located in a 51,000-square-foot purpose-built facility, the Baker School evolved from the Baker Center, which for over twenty years has operated as a leading think tank producing research, public engagement programming, and student-focused initiatives.

Today, the Baker School is expanding its impact through new academic degree programs and the development of independent research centers, including the Tennessee Center for Local Governance. The School also houses the Institute of American Civics, which promotes civic knowledge and engagement among University of Tennessee students and communities across the state.

We are a dynamic, collaborative, and mission-driven team dedicated to advancing research, education, and public service that addresses real-world challenges at the local, state, national, and global levels. As a fast-growing and evolving organization, we value innovation, teamwork, and the contributions of each team member in moving the Baker School forward.