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.
DUTIES AND RESPONSIBILITIES:
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:
Processing requests for petty cash reimbursements; preparing/validating invoices for payment/IRIS entry.
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)
Personnel Change/New Hire Paperwork (with the CBHR Coordinator II)
Vendor File Update
Contract initiation, entry in the Contract Management system
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
Internal Number: 218766
Our primary mission is to move forward the frontiers of human knowledge and enrich and elevate the citizens of the state of Tennessee, the nation, and the world. As the preeminent research-based, land-grant university in the state, UT embodies the spirit of excellence in teaching, research, scholarship, creative activity, outreach, and engagement attained by the nation’s finest public research institutions.