Administrative Associate I - College of Social Work

The University of Tennessee, Knoxville
Knoxville, TN
Closing date
Oct 22, 2021

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Institutional & Business Affairs, Clerical & Administrative Support

Job Details

Administrative Associate I - College of Social Work

Regular Full-time, Market Range 03

This position supports the full range of activities within the Center for Behavioral Health Research (CBHR). This position exists to assist the Coordinator II in all operations of the department related to administrative, HR, financial support, and will provide day to day support for the grants funded within the

College of Social Work. Activities include IRIS entry of invoices, time entry, travel, contracts, payroll changes, deposits, effort, procurement card reconciliation, vendor creations, and assisting grant staff employees with scheduling and coordinating meetings and calendar, correspondence, travel arrangements, and other administrative duties. Creates and maintains relationships with other colleges and departments including the Office of Research and Sponsored Projects Accounting.


Center for Behavioral Health Responsibilities

Assisting Coordinator in all operations of the CBHR, primary responsibilities for IRIS entry (invoices, time entry, travel, some contracts, payroll changes, etc...). This position works closely with the CBHR Coordinator II in managing relationships within the Center, College, University, professional organizations and funding agencies. Will also assist the CBHR Coordinator II in overseeing the budget set-up and monitoring of fund balances for various grants and projects ensuring proper g/l classification, resolving problems, and analyzing available budget.  Reviews financial reports, prepares fund balance reports for CBHR and project initiators Monitors IRIS approvals such as grant and contract expenses, effort certification and employee procedures, and Center expenses. Typical responsibilities are detailed below:

  • Cash Deposits
  • Processing requests for petty cash reimbursements; preparing/validating invoices for payment/IRIS entry.
  • Transfer Vouchers
  • IRIS entry, and reimbursement in accordance with UT policy and established guidelines.  Primary point of contact for department travelers for instruction on the travel process and procedures; primary for entering travel requests, prepayment of registrations, direct bill of airfare, travel expense reimbursements, guest traveler requests.
  • Payroll Entry (Bi-weekly and Monthly)
  • Additional Pay
  • Personnel Change/New Hire Paperwork (with the CBHR Coordinator II)
  • Vendor File Update
  • Contract initiation, entry in the Contract Management system
  • Ledger Reconciliation
  • Ordering supplies
  • In conjunction with the Coordinator assists with proposal preparations and grant tracking
  • Maintain status of up-to-date IRB approvals and gift card requests
  • Assist with preparation and submission of programmatic reports.
  • Submit closeout report information as required in coordination with SPA.
  • Monitor personnel effort certification on restricted accounts.
  • Manage association of internal budget and award budget.
  • Final level of review and approval of internal requests to OSP for re-budgets per award and financial approvals.
  • Review/approve all expenditures


 EDUCATION: Applicant must hold a high school diploma or GED. Bachelor’s degree preferred.  

EXPERIENCE: At least two years of experience in the administrative/accounting field.

WORK SCHEDULE: Monday-Friday

WORK LOCATION: Position can be housed at our Nashville or Knoxville campuses.

Job: Other Admin Asst/Secr/Clerical
Primary Location: US-Tennessee-knoxville
Organization: Center For Behavioral Health Research
Schedule: Full-time
Job Posting: Jun 11, 2021, 6:07:07 PM


Working at The University of Tennessee, Knoxville

Founded in 1794, the University of Tennessee is one of the nation’s oldest and most storied public universities. Based in Knoxville, Tennessee’s flagship land-grant institution includes the statewide Institute of Agriculture and the Space Institute in Tullahoma. The university embodies excellence in teaching, discovery, scholarship, research, creative activity, outreach, and engagement. Known as the Volunteers, we lead with a spirit of selflessness, empathy, and courage, and strive to be champions for diversity, equity, and inclusion

UT Knoxville is a Research 1 university with 11 academic colleges and more than 900 programs of study. With an enrollment of more than 30,000 students, our academic programs are repeatedly ranked top in their class. The university co-manages Oak Ridge National Laboratory, the country’s most prominent national lab, driving innovation in advanced manufacturing and materials, national security, and more. We are closely connected with our communities through outreach and extension efforts across Tennessee and through partnerships with non-profits, corporations, and industries—regionally, nationally, and around the globe.

The city of Knoxville is nestled in the foothills of the Great Smoky Mountains. The modern, thriving community is surrounded by gorgeous lakes and hundreds of miles of walking, hiking, and biking trails. Situated along the banks of the Tennessee River, our beautiful features an eclectic music scene, internationally recognized festivals, unique restaurants, and a robust offering of diverse cultural activities. Knoxville is located within a day’s drive of Atlanta, Nashville, Asheville, Charlotte, Louisville, Cincinnati, Memphis, Chicago, and Washington D.C.

Knoxville and the surrounding counties have a population of more than 850,000 people. The region houses many leading corporations and organizations, including Oak Ridge National Laboratory, Pilot/Flying J, the Tennessee Valley Authority, and Regal Cinemas, along with HGTV, Food Network, and other networks owned by Discovery Inc.

As a member of the UT family, you will be surrounded by top-notch faculty, staff, and students from around the world. You will be part of a diverse campus community that is passionate about changing the world and cheering for the Vols on game day.

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