University of Tennessee Chattanooga

Job Description

This position reports to the Assistant Dean of Finance & Admin and serves as the transaction specialist for the unit. This position’s primary responsibilities include accounts payable, travel, expenses, asset management, compliance and training. This position coordinates and performs daily activities and operations of the Finance & Administration office of Digital Learning.

Responsibilities

Financial

• Accurately and promptly enters invoices for payment processing in accordance with university procedures.
• Coordinates procurement of approved items via the university marketplace or Procurement Card, ensuring supporting documentation (e.g., order request forms, receipts, and approvals) is - properly organized and archived.
• Prepares journal entries in compliance with accounting standards with appropriate supporting documentation.
• Prepares and enters petty cash transactions for all Digital Learning operations.
• Maintains and updates vendor files, including processing new vendor requests and ensuring compliance with university requirements.
• Reconciles monthly ledgers to ensure accuracy of financial records and identifies discrepancies for resolution.
• Manages the recording and reporting of assets, maintaining accurate inventory and compliance with asset management policies.
• Oversees the entry of contracts and purchase orders into the financial system, ensuring accuracy and policy alignment.
• Prepares cash deposits in accordance with university cash handling policies.
• Generates ad hoc financial reports and data summaries for stakeholders as needed.
• Develops and presents training or informational materials to unit staff on topics related to accounts payable, accounts receivable, travel, and related financial procedures.
• Identifies and recommends process improvements to the Assistant Dean of Finance & Administration to enhance operational efficiency and service delivery.

Travel

• Serves as the unit Subject Matter Expert (SME) for travel, advising travelers on university travel policies and procedures.
• Acts as the designated travel delegate, responsible for entering travel expenses on behalf of unit staff.
• Review and audit employee travel requests in accordance with university policy.
• Prepare and submit employee reimbursement requests in accordance with university policy.
• Book guest travel and prepare corresponding expense reports.

Communications

• Serve as the primary point of contact for vendors regarding invoice status, payment timing, and purchase order discrepancies; maintain clear, courteous, and timely communication to ensure prompt issue resolution and maintain positive vendor relationships.
• Liaise proactively with university staff across departments to clarify and resolve questions related to contract execution, invoice approvals, and financial transaction workflows.
• Provide regular status updates to internal stakeholders on outstanding payments, contract progress, and any actions required to prevent delays.
• Maintain a high level of professionalism in all interactions, delivering complex financial information in a clear and accessible manner to both financial and non-financial personnel.
• Respond promptly to inquiries from faculty, staff, and external partners, prioritizing customer service and accuracy in all communications.
• Collaborate with procurement, travel, and finance units to align processes, share updates, and address cross-functional concerns efficiently.
• Draft and distribute instructional materials or guidance related to invoicing, travel reimbursements, and contract procedures as needed to support departmental awareness and compliance.

Compliance

• Maintain comprehensive and organized accounts payable records, ensuring all invoices, receipts, payment authorizations, contracts, and supporting documentation are accurately filed—electronically—according to university policies and applicable audit standards.
• Ensure all financial records are coded correctly, contain the required approvals, and are entered into the system in alignment with established internal controls to prevent errors, fraud, or duplication.
• Monitor document workflows to confirm timely approvals and processing, identifying any delays or inconsistencies and taking corrective action when necessary.
• Adhere strictly to institutional and regulatory document retention schedules, ensuring proper archiving or secure disposal of records in accordance with legal and audit compliance guidelines.
• Support audit processes by retrieving and providing documentation upon request, and proactively preparing records to meet internal and external audit requirements.
• Periodically review recordkeeping practices and recommend or implement improvements that enhance accuracy, accessibility, and compliance.

Qualifications

Required Qualifications

• Education: Associate’s Degree
• Experience:
• Minimum of 2–3 years of progressively responsible experience in accounts payable, financial operations, or a related administrative accounting role.
• Demonstrated experience in processing invoices, managing vendor relations, and resolving payment discrepancies with professionalism and accuracy.
• Proven ability to maintain financial records in compliance with established internal controls, document retention policies, and audit requirements.
• Experience working with enterprise financial systems (e.g., Oracle), with an emphasis on data entry accuracy, workflow tracking, and system-based reporting.
• Strong interpersonal and communication skills, with a track record of cross-departmental collaboration, stakeholder communication, and vendor negotiation.
• Applicants must be legally authorized to work in the United States on a full-time basis without need now or in the future for sponsorship for employment visa status.
• A minimum of 2–3 years of progressively responsible experience in accounts payable, financial operations, or a related administrative accounting role, preferably within a higher education, nonprofit, or government environment.
• Familiarity with university procurement, travel, and contracting policies, including experience as a delegate in travel systems and supporting end-users in policy compliance and reimbursement processes.

Preferred Qualifications

• Education: Bachelor’s Degree
• Experience:

Work Location

• Knoxville, TN

Compensation and Benefits

• UT market range: MR 06
• Find more information on the UT Market Range structure here
• Find more information on UT Benefits here

Application Instructions

• For full consideration, applicants must attach a letter of interest, resume, and the name, address, email, and phone number of three professional references, in addition to completing the applicant file to the Human Resources online application system, Taleo. This position does have the potential for a hybrid working capacity.
• Screening of applicants will begin immediately and continue until the position has been filled. DL_UT

About The College/Department/Division

Digital Learning at UT, is a unit charged with advancing UT’s commitment to discovery, creativity, learning, and engagement, specifically for online learners. Using advanced and innovative technologies, Digital Learning at UT will provide scalable solutions that enhance the online learning experience and reduce barriers to student access and success, providing a tremendous impact to online learners across the state and the nation. At Digital Learning, we want to be bold and impactful, transforming the future of online education through innovative thinking and collaborative problem-solving. Join our dynamic and inclusive Digital Learning team where we take pride in teamwork, excellence, and a shared commitment to shaping the future through education and innovation.

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 that attract and retain a diverse community and that support a culture where everyone matters and belongs.

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!