Senior Financial Associate, Biosystems Engineering and Soil Science - UTIA

UTIA’s Department of Biosystems Engineering & Soil Science (BESS) Department is searching for a Sr. Financial Associate to provide direct support to the Business Manager in supporting the department’s daily fiscal, human resources, and data management responsibilities and operations. This position provides financial, human resources, and accounting support as it relates to budgeting, auditing, and reconciliation activities for internal and external funding. This position reports directly to the business manager and could serve as a temporary/immediate backup to this role (or other administrative positions) in the event of vacancy or extended absence.

This position’s daily activities will be to provide support to Extension and Research Faculty in the management of their sponsored projects. They will work with appropriate personnel/offices to ensure compliance with department, institution, and sponsored guidelines. Working with the business manager, they will ensure the accuracy and integrity of all financial matters for each of the budgeting entities and their respective deans/budget directors. Collaborating with existing administrative personnel, they will also support procurement and travel activities through appropriate expense reporting as necessary along with other administrative duties as assigned.

(55%) Sponsored Projects Accounting & Management . – This position will provide support to Extension and Research Faculty in the management of their sponsored projects. They will work with appropriate personnel/offices to ensure compliance with department, institution, and sponsored guidelines. Duties include but not limited to:

• Provide appropriate actions and spending plans to Principle Investigators (PIs) and Faculty by tracking sponsored projects funding periods

• Review and analyze grant expenditures for accuracy and compliance by identifying anomalies, preventing over-expenditures, and ensuring adherence to federal regulations, sponsor requirements, and institutional policies. Determine and process necessary corrective actions when necessary.

• Compile, analyze, and prepare financial data and reports for PIs/Faculty to determine balances in appropriate ERP systems

• Complete No Cost Time Extension, Rebudgets, Change of PI and Advanced Account requests in conjunction with PIs/Faculty by processing appropriate documents as directed by the Office of Sponsored Programs

• Review drafts of budgetary justifications and provide suggestions to maximize allowability of expenditures

• Monitor financial reports including cost share requirements and ensure proper allocations are met

• Compile and monitor proposal/award information including organizing appropriate documentation such as budget worksheets, work allocations, award documentation, and budget justifications/modifications

• Provide backup documentation for financial transactions

• Enter subaward contracts to other institutions on behalf of department in conjunction with the Office of Sponsored Programs

• Monitor subrecipient expenditures, including obtaining approvals from PIs/Faculty and ensure the payment of the invoices per invoice terms and conditions

• Review and implement retention polices for accurate disposal of sponsored financial information

• Process various requests from Sponsored Projects Accounting such as providing budget justifications, appropriate receipts and/or removal of unallowed expenditures

• Work with Sponsored Projects Accounting to ensure accuracy of invoices and provide necessary assistance at closeout
  

(20%) Accounting & Finance - This position will work with the business manager to ensure the accuracy and integrity of all financial matters for each of the budgeting entities and their respective deans/budget directors through the following duties:

• Conduct monthly reconciliation of accounts (sponsored and non sponsored) and distribute for approvals to appropriate faculty in a timely manner in accordance with UTK, UTIA and UT System policies and procedures in appropriate ERP systems

• Review and analyze expenditures for accuracy and compliance by identifying anomalies, preventing over-expenditures, and ensuring adherence to federal regulations, sponsor requirements, and institutional policies.

• Resolve identified errors by processing journal entries, nonlabor cost transfers, and labor distribution corrections in correlation with other financial staff

• Ensure appropriate backup documentation is available on all financial transactions and attached documentation as necessary

• Review and approve of expense reports, transfers, labor distributions and other financial transactions as they relate to department actives through DASH as delegated by the Business Manager and/or Department Head

• Forecast salary needs for soft funded positions and recommend appropriate actions (such as HR reduction in force or layoff procedures) if funding shortfalls are present

• Represent the Department at budget meetings with appropriate budget directors when Department Head and/or Business Manager is unavailable

• Manage departmental program funding through gift accounts and course income and allocate/provide balances to appropriate faculty/PIs

• Monitor and track balances of all startup, SEED, ORIED, department promises, and other internal funding through necessary activity codes and take appropriate corrective actions through DASH/related ERP systems

• Ensure tuition and course fees are accurately accounted for and distributed

• Serve as backup for processing and payment of all invoices, subcontracts, purchase orders and requisitions

• Provide financial support and guidance to the planning and implementation of student study abroad trips and monitor funding of various departmental travel awards

• Review and manage department provided funding balances and expenditures of program specific student clubs/organizations

• Manage billing and receiving as it relates to Department Recharge and Fee for Service Centers including initial setup, billing, reconciliation of income and expenditures and conduct accounts receivable aging reports
  

(15%) Procurement and Expense Reporting - This position will work with Department Faculty and Staff in all expense reporting within the department. In conjunction with the existing administrative personnel, they will support procurement and travel cradle to grave activities which include but are not limited to:

• Review and Authorize (or Reject) orders placed through Marketplace

• Verify Sponsored Projects and Chart of Accounts accuracy on purchase requisitions

• Verify appropriate coding of expenditures

• Collect and distribute appropriate receipts from marketplace orders for procurement card and monthly account reconciliation

• Verify allowability of purchases through appropriate justifications and descriptions to match against budgets in CAYUSE (or other related systems)

• Aid faculty and staff with purchasing needs including but not limiting to the purchasing process and training and set up and preferences in DASH

• Ensure orders are marked as received through DASH Receipting by running appropriate reports

• Assist existing administrative personnel in the reconciliation and processing of various procurement card and travel card transactions through appropriate systems in accordance with existing state, federal and institutional policies as necessary

• Work with existing administrative personnel in the entry of purchase requisitions/orders for assets and non marketplace orders
  

(10%) Other Financial and Administrative Duties -

• Partake in necessary cross training for various critical function roles within department in the event of absence or overwhelmed workloads

• Review retention polices for accurate disposal of sponsored financial information

• Assist in planning, setup and implantation of all department sponsored events

• Provide support to new personnel through department tailored training

• Develop, monitor and update various training tools necessary to complete different tasks

Various other duties as assigned

Required Qualifications

• Education:
  • High School Diploma or GED equivalent with 5+ years of relevant work experience
  • Associates Degree in Business, Accounting, Finance, Office Administration or other related field with 2+ years of relevant work experience
  • Bachelor’s degree in any field with 1+ years of relevant work experience
  • Bachelor’s degree in Accounting, Business, Finance, Office Administrations or related field
• Experience:
  • 5+ years of relevant work experience with HS Diploma or GED
  • 2+ years of relevant work experience with an Associates Degree in Business, Accounting, Finance, Office Administration or other related
  • 1+ of relevant work experience with any bachelor's degree
  • No experience with Bachelor’s degree in Accounting, Business, Finance, Office Administrations or related field
• Knowledge, Skills, Abilities:
  • Basic to moderate understanding of MS Office and related applications
  • Professional integrity, including a thorough understanding of confidentiality.
  • Knowledge of standard office functions, accounting recordkeeping, electronic spreadsheets, and computer operation
  • Communication and interpersonal skills sufficient for effective interactions with a broad range of individuals, including faculty.
  • Excellent organizational skills and attention to details.
  • Excellent writing, grammar, and proofreading skills.
  • Ability to problem solve and think strategically
  • Competence with common office and database software.
  • Ability to prioritize and manage multiple projects to meet required timelines.
  • Ability to provide excellent customer service.
  • Ability to communicate effectively both in-person and in writing
  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.
  

Preferred Qualifications

• Education:
  • Bachelor’s degree in Accounting, Business, Finance, Office Administrations or related field
• Experience:
  • 4+ years of progressively responsible and relevant work experience
  • Experience working at a comprehensive research university
• Knowledge, Skills, Abilities:
  • Knowledge of standard accounting principles.
  • Knowledge of Uniform Guidance
  • Professional organizational skills.
  • Extensive writing, grammar, and proofreading skills.
  • Decisiveness and extensive problem-solving skills.
  • Knowledge of UT Policies
  • Financial work history at a comprehensive research university
  • Knowledge of CAYUSE, CONCUR, ARGOS, BANNER & Other related systems/software
  • Professional ability to prioritize and manage multiple projects to meet required timelines

Work Location

Compensation and Benefits

• UT market range: MR07
• Anticipated hiring range: $53,000 - $65,000

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 July 10, 2026

• Resume
• Transcript of college degree if confirmed within the last 5 years
• Cover Letter

About The College/Department/Division

The Department of Biosystems Engineering and Soil Science (BESS) is a part of the University of Tennessee’s Institute for Agriculture Campus located in Knoxville, TN serving areas in Research, Extension and Teaching. The department consists of 3 undergraduate programs and 5 graduate programs enrolling around 500+ students annually. The 3 units of UTIA (Agricultural Research, Extension, and Herbert College of Agriculture) combine into a multi-million dollar operation that help to develop the next generation of college graduates through education, community outreach and research. Specific topics include productive and sustainable agriculture, soil and water resource management, impacts of climate change, machines and systems for optimized performance, construction science, and fuels and value-added products from renewable resources. The Department produces well-prepared and motivated graduates (BS through PhD), discovers new knowledge through research, and shares that knowledge by engaging with scientific communities, industries, agencies, and individuals throughout Tennessee and the world. To learn more about our department, please visit https://bess.tennessee.edu/