Job Details

Administrative Assistant

The Administrative Assistant provides financial, procurement, accounting, human resources, and administrative support for the Environmental Health & Safety (EHS) and Office of Emergency Management (OEM) departments. This position reports to the Business Manager and supports daily business operations, budget management, purchasing, accounts payable and receivable activities, personnel processes, departmental reporting, and administrative functions. The position serves as a key resource for department personnel by providing guidance on university procedures and ensuring compliance with applicable policies and regulations.

Responsibilities

Financial and Budget Support

• Assist with monitoring, reconciling, and tracking departmental expenditures and budgets.
• Support preparation of financial reports, budget analyses, and year-end close-out activities.
• Maintain departmental ledgers and financial records.
• Assist with fixed assets and inventory tracking.
• Support audits and compliance reviews.
• Provide guidance to staff regarding financial policies and procedures.

Procurement and Accounting Services

• Process invoices, requisitions, order forms, and purchasing transactions.
• Assist with procurement card reconciliation and documentation.
• Monitor accounts receivable activities and support invoice generation and payment tracking.
• Research and resolve financial discrepancies.
• Maintain supporting documentation for financial transactions.
• Support purchasing activities and vendor interactions.

Administrative Support

• Serve as a primary point of contact for departmental inquiries and phone calls.
• Provide administrative support to EHS and OEM leadership.
• Prepare meeting/committee minutes and departmental documentation.
• Deliver training and guidance on departmental procedures.
• Support special projects and other duties as assigned.
• Coordinate onboarding activities for new employees.
• Assist with recruitment and hiring processes.
• Maintain personnel-related documentation and records.
• Support departmental personnel actions and HR processes.

Human Resources Support

Qualifications

Required Qualifications

• High school diploma or GED.
• Five to seven years of office, administrative, financial, or related experience; or Associates with 3 years office work experience, and training or Bachelor's with 2 years of office work experience, and training.

Preferred Qualifications

• Associate or bachelor's degree.
• Two to three years of financial or administrative experience in a higher education environment.
• Experience working with electronic financial systems.
• Understanding of budgeting and financial management practices.
• Advanced Microsoft Excel skills, including formulas, pivot tables, and reporting.
• Experience maintaining databases and records.
• Knowledge of public safety, emergency management, environmental health, or related operations.

Knowledge, Skills, and Abilities

• Knowledge of accounting principles, budgeting, and financial procedures.
• Strong organizational and recordkeeping skills.
• Ability to analyze information and resolve problems.
• Excellent verbal and written communication skills.
• Ability to manage multiple priorities and meet deadlines.
• Strong customer service and interpersonal skills.
• Ability to work independently and collaboratively in a team environment.
• Proficiency in Microsoft Office applications.
• Ability to maintain confidentiality and exercise discretion when handling sensitive information.

Work Environment

This position primarily operates in an office setting and may occasionally require travel, driving, or support during departmental emergency operations. A valid driver's license is required. The position is designated as emergency essential personnel and requires successful completion of applicable background checks.

About Environmental Health & Safety and the Office of Emergency Management

Environmental Health & Safety and the Office of Emergency Management support the University of Tennessee's mission by promoting a safe, healthy, and prepared campus environment through regulatory compliance, emergency preparedness, occupational safety, environmental stewardship, and emergency response programs.

About Us

The University of Tennessee, Knoxville, has shaped leaders, changemakers, and innovative thinkers since its founding in 1794. The university is home to more than 38,000 students and 10,000 statewide employees—the Volunteers—who uphold the university's tradition of lighting the way for others through leadership and service. UT Knoxville offers over 900 programs of study across 14 degree-granting colleges and schools. As Tennessee's flagship land-grant university, its footprint spans the entire state. The university holds the highest Carnegie classification for research activity and has deep partnerships with industry leaders and the US Department of Energy's largest multidisciplinary laboratory, Oak Ridge National Laboratory. The Knoxville campus serves and recruits for UT Knoxville, including the Institute of Agriculture and the Space Institute, as well as the UT Institute of Public Service. UT Knoxville considers its employees its number one asset. With values that focus on work-life balance, compensation, and innovation leadership, all Vols are supported to advance professionally. Employees have access to career development and coaching, continued education, and an extensive list of development and training possibilities. The Volunteer employee experience implements structures and practices to attract and retain top-tier talent, fostering a strong staff community and supporting a culture of involvement and engagement for everyone. The university holds a strong commitment to its land-grant mission of learning and engagement, with a tradition of service and leadership that carries that Volunteer spirit throughout the state and around the world. It has been ranked nationally as "Best Employer for New Graduates," "One of America's Best Large Employers," and "Best Workplace for Women," and has been designated as "Best Place for Working Parents" by Forbes Magazine. Apply today and join the Tennessee Volunteer community!

Job Info

• Job Identification 9741
• Job Category Financial
• Job Schedule Full time
• Locations 5723 Middlebrook Pike, Knoxville, TN, 37921, US