Business operations coordinator - office of research innovation and economic development - utk

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

BUSINESS OPERATIONS AND FINANCIAL ADMINISTRATION

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.

TRAVEL ADMINISTRATION AND COMPLIANCE

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.

OPERATIONAL SUPPORT, SPECIAL PROJECTS, AND CROSS-FUNCTIONAL COORDINATION

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.

OTHER DUTIES AS ASSIGNED

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.

QUALIFICATIONS

Required Qualifications

• Education: Associate's degree in business, accounting, finance, public administration, or a related field.
• Experience: 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, Skills, Abilities: 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.

Preferred Qualifications

• Education: Bachelor's degree in business administration, accounting, finance, public administration, or a related field.
• Experience: 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, Skills, and Abilities: 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.

Work Location

Location: UT Knoxville Hybrid with occasional in-person requirements. Applicant must live in Knoxville or within a commutable distance.

Compensation and Benefits

UT market range: M06 Anticipated hiring range: Find more information on the UT Market Range structure here. Find more information on UT Benefits here.

Application Instructions

To express interest, please submit an application with the noted below attachments.

• Resume
• Cover Letter

About The College/Department/Division

Here at the University of Tennessee, thousands of world-class faculty, staff, students and postdoctoral fellows are engaged in research, scholarship and creative work on a daily basis. With a shared commitment to creating a more just, prosperous, and sustainable world for the citizens of Tennessee and communities far beyond, the UT community is creating new knowledge and generating solutions to some of the most challenging issues of our time.

The Office of Research, Innovation & Economic Development is here to support you, our community of researchers, scholars and creatives, from ideation to impact. Our dedicated team is here to help you develop competitive proposals and sources of support for your work, seed investments in promising new areas, nurture new and established multidisciplinary communities of scholars and support and sustain a strong culture of research integrity.

The university’s strategic relationships with corporate, venture, community, non-profit and government partners help extend the impact of our community’s work across the state and around the world. In collaboration with these partners, we are working to establish Tennessee as a go-to destination for cutting-edge research, innovation and a skilled workforce.

We understand that a creative, productive, and empowered community of researchers, scholars, and creatives is critical to the university’s future as a world-renowned research institution.

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 to attract and retain top-tier talent, fostering a strong staff community and supporting a culture of involvement and engagement for everyone.

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!