Business Operations Coordinator - Office of Research Innovation and Economic Development - UTK at University of Tennessee System in Knoxville, TN, United States

Job description

• The Business Operations Coordinator provides centralized operational, financial, and administrative support for the Office of Research, Innovation, and Economic Development (ORIED). Reporting to the Senior Business Manager, this position coordinates a broad range of business activities, including financial administration, travel, departmental operations, and special projects. The position independently manages routine processes, researches and resolves operational issues within established guidelines, and provides direct operational support to the Senior Business Manager on emerging priorities and business needs. As knowledge and proficiency are developed, the position will support increasingly complex business activities and cross-functional responsibilities. This position requires sound judgment, discretion, initiative, attention to detail, and the ability to effectively manage both routine transactional responsibilities and broader operational assignments.

Responsibilities

• Coordinate and support the day-to-day business, financial, and administrative operations of ORIED by performing a variety of operational and financial support activities that ensure efficient and compliant business practices.
• • Review financial transactions and monitor expenditures for accuracy, completeness, and compliance.
• • Prepare recurring financial reports and analyze general ledger activity.
• • Assist with journal entries, internal transfers, invoices, reimbursements, and account reconciliations.
• • Monitor assigned budgets and accounts, maintain financial tracking tools, and identify items requiring follow-up.
• • Research and resolve routine financial discrepancies and alert the supervisor to significant issues or potential compliance concerns.
• • Compile, analyze, and summarize financial and operational information to support management decision-making.
• • Coordinate business processes across multiple ORIED operational units.
• • Manage shared email accounts, electronic filing systems, records management, and document routing.
• • Monitor contracts, agreements, and other business documents to ensure timely routing, approvals, renewals, and record retention.
• • Maintain operational records, tracking systems, and business documentation.
• • Assist with implementation of process improvements and standardized business practices.
• • Research routine business and operational questions, identify applicable policies and procedures, and develop recommended next steps for supervisor review when appropriate.
• Support ORIED's travel administration program by assisting employees with university travel processes, promoting compliance with university travel policies and procedures, and providing operational support throughout the travel lifecycle.
• • Coordinate and support domestic and international travel activities for ORIED faculty and staff.
• • Maintain a thorough working knowledge of University of Tennessee travel policies, procedures, and travel-related business systems and apply them consistently.
• • Advise employees on university travel requirements, documentation, reimbursement procedures, and self-service travel processes.
• • Assist with complex travel arrangements, international travel, conference registrations, and travel-related issues requiring additional coordination.
• • Review travel requests, expense reports, and supporting documentation for accuracy, completeness, and compliance with university policies. Resolve routine issues independently and alert the supervisor to complex issues, policy exceptions, or potential compliance concerns.
• • Monitor travel activities to ensure required documentation, approvals, and reimbursements are completed in a timely manner.
• • Communicate with travelers to resolve routine travel issues and elevate unusual or complex situations to the supervisor when appropriate.
• • Develop and maintain travel guidance, reference materials, and standardized procedures that improve efficiency and promote consistent business practices across ORIED.
• • Identify recurring travel or compliance issues and recommend process improvements that enhance operational effectiveness.
• Provide flexible operational support to the Senior Business Manager and ORIED units based on evolving business needs and priorities.
• • Assist with special projects and emerging business and operational priorities.
• • Research operational questions, gather relevant information, and identify potential next steps or solutions for review.
• • Compile, organize, and summarize financial, administrative, and operational information to support decision-making.
• • Develop and maintain tracking tools, documentation, reference materials, and other resources to support business operations.
• • Provide cross-functional support and coverage for business activities during staff absences, periods of increased workload, or changing operational needs.
• • Participate in cross-training and assume additional operational responsibilities as knowledge, proficiency, and familiarity with university business processes are developed
• . • Identify routine operational issues and opportunities for improvement and assist with developing and implementing practical solutions
• Perform additional operational, financial, and administrative duties as assigned in support of ORIED business functions. Participate in cross-training initiatives, assist with special projects, provide coverage during staff absences, and contribute to continuous improvement efforts that enhance operational effectiveness.

Requirements

• Education
• Associate's degree in business, accounting, finance, public administration, or a related field
• 2 years of progressively responsible experience in administrative support, business operations, financial administration, or a related area.
• An equivalent combination of education, training, and experience may be considered.
• Knowledge of administrative and business operations practices and procedures.
• Skill in organization, time management, and managing multiple priorities while maintaining accuracy and meeting deadlines.
• Skill in written and verbal communication and the use of standard office and spreadsheet software applications.
• Skill in providing responsive, professional customer service and effectively assisting individuals with varying levels of familiarity with university business processes.
• Ability to exercise sound judgment and discretion and maintain confidentiality when handling sensitive financial, personnel, and operational information.
• Ability to work independently, take initiative, research routine issues, and identify appropriate next steps within established guidelines.
• 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-based visa status.
• Bachelor's degree in business administration, accounting, finance, public administration, or a related field
• 3 or more years of progressively responsible experience in business operations, financial administration, higher education administration, research administration, or a related environment.
• Experience independently coordinating administrative or financial processes, researching and resolving operational issues, handling confidential or sensitive information, and managing multiple priorities
• Knowledge on basic accounting, budgeting, financial record keeping, travel, procurement, or other business administration processes.
• Knowledge of higher education or university administration policies, procedures, or business practices.
• Skill in using spreadsheet software to organize, track, analyze, and summarize financial or operational information.
• Ability to identify problems, research relevant information, and develop practical solutions or recommendations.
• Ability to learn new processes and systems quickly, adapt to changing priorities, and assume additional responsibilities as proficiency develops.

Skills

Required

• Organization
• Time management
• Written and verbal communication
• Customer service
• Sound judgment and discretion
• Initiative
• Attention to detail
• Ability to work independently
• Adaptability
• Spreadsheet software (e.g., Excel)
• Standard office software applications
• Financial tracking tools

Benefits

• UT market range: M06
• Find more information on the UT Market Range structure here
• Find more information on UT Benefits here