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This position is essential for planning, design, and construction project coordination, including: collaboration with Facilities Services (FS), FS Budget Director, the UT Knoxville campus (UTK), UTK Finance and Administration, and the UT System, to ensure policies and procedures are being adhered to; appropriate funding accounts are provided and established; coordinating with various FS, UTK, and UT System departments to identify appropriate team members, stakeholders, and processes; ensures projects are accurately initiated through various management and financial systems; acts as a liaison providing a high degree of customer service representing FS Planning & Design during the project initiation and close out processes.
Responsibilities

• Responsible for the gathering of preliminary project data and information
• Supports the Project Manager in coordinating departmental responses for data requests.
• Enters data into databases and forms, oversees daily administrative operations, focusing on data compiling, entry, record-keeping, project file maintenance, tracking, and reporting.
• Collaborates extensively with various Facilities Services Units, UTK Campus entities, and UT System Department of Capital Projects (DCP), providing top-tier customer service while disseminating project reporting data, addressing inquiries, and coordinating project data requests.
• Plays a pivotal role in forming project teams by disseminating preliminary project information and documents, as well as providing tracking support, fostering robust interdepartmental collaboration.
• Aids the Project Manager in maintaining visibility into ongoing and submitted projects by generating project status reports.
• Executes administrative and accounting tasks, including identifying suitable funding accounts by liaising with FS Department Budget Director, DCP Budget Director, UTK Finance and Administration, or the UTK campus entity Fiscal Officer.
• Establishes project folders and adheres to a standardized naming convention for each project.
• Assists the Project Manager in resolving queries or issues pertaining to planning, design, and construction project documents, including budgets, schedules, and scopes provided by various departments.
• Collaborates with Design and Construction teams to identify and implement process improvements and enhance efficiency in project data compiling and reporting.

Specific Responsibilities:
1. Initial Project Requests:
• Receives all initial Capital and Non-Capital design and construction project requests.
• Coordinates with the requesting department for approval and funding accounts.
2. Project Approval:
• Validates project funding accounts with appropriate Fiscal Officers, ensuring accuracy in accounting system and proper authorization.
3. Project Funding:
• Obtains all necessary documentation for account charge approval.
• Obtains data and completes and submits the required SBC/DB70 documentation upon review and approval of Project Manager.
• Routes the project according to established processes.
4. Documentation and Billing:
• Maintains documentation for Project and Project add-ons submitted during projects.
• Upon approval of design and construction projects, coordinates with FS Business Services to transfer estimated costs from funding account into project holding account through accounting system.
• Upon project completion, ensures that the proper closeout procedures are followed.
Document Preparation and Refinement: Prepares and refines various documents, including letters, reports, records, and procedural and financial-related materials, ensuring polished and finalized copies from rough drafts.
• Procedure Development and Oversight: Develops, implements, advises on, and maintains departmental operating and reporting guidance, ensuring alignment with the latest campus and system policies.
• Project Financial Oversight: Assists the FS Business Services office in the coordination of planning, design, and construction project financial closures, ensuring accuracy and timeliness throughout the process.
Qualifications

• Required Education/ Experience:
  • High School Degree with 3 years specialized experience in accounting, or equivalent combination of education, training, and experience.
• Required Knowledge, Skills, Abilities:
  
  • Proficiency with spreadsheets, databases, and office productivity software.
    
    • Proficiency with Microsoft Office Software to include Word, Excel, PowerPoint, and Access.
    • Proficiency with financial accounting software.
    • Familiarity with PDF editing software such as Bluebeam and Adobe Acrobat.
    • Attention to detail, accuracy, strong organization skills.
    • Ability to work well with others in a team environment with a strong cross-dept. collaboration mindset.
• Other Conditions:
  • Valid Driver's license
  • 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.

Preferred Qualifications

• Education: Bachelors Degree
• Experience:
  • Experience managing financial accounts for planning, design, and construction projects in higher education.
  • Experience with facilities maintenance and services in higher education.
  • Experience with the integration and implementation processes of an ERP system.
  • Certified Associate in Project Management, or other relevant certification preferred.
  • Knowledge of design and construction processes.
  • Knowledge of financial accounting.

Work Location

• University of Tennessee - Knoxville, TN Campus
• This is an on-site position

Compensation and Benefits

• UT market range: MR07
• Find more information on the UT Market Range structure here
• Find more information on UT Benefits here

About The College/Department/Division
UT Facilities Services is responsible for the care and keeping of more than 300 facilities and utilities systems in and around Knoxville. As the University of Tennessee Knoxville's largest non-academic department, team members are responsible for facilities maintenance and repair, custodial needs, landscaping and lawncare, utility work, in-house and capital construction projects, facilities planning and design, environmental initiatives, pest control, campus event services, and facilities administration functions for both the flagship campus and the agricultural institute. The Facilities Services staff provides around-the-clock coverage to ensure students, staff, faculty, and fans have a consistent and positive experience every time they step foot on Rocky Top.
About Us
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!