Financial Operations Specialist - Digital Learning - UTK

Finance & Operations Coordinator

The Finance & Operations Coordinator serves as an operational partner within Digital Learning's Finance & Administration team. The position is responsible for the successful execution of accounts payable, travel, procurement, contracts, compliance, and related financial operations. Working collaboratively with colleagues across the Finance & Administration team and the university, the position exercises sound judgment, proactively advances work, and ensures financial processes are completed accurately, timely, and in accordance with university policy. The individual that gravitates toward this role will continuously strengthen Finance & Administration operations by identifying recurring issues, translating experience into improved processes and enhancing resources that enable others to be successful.

Responsibilities

Financial Operations:

Serves as the operational owner for Digital Learning's financial transaction processes, ensuring financial activities are executed accurately, efficiently, and in accordance with university policy. Exercises sound professional judgment to identify issues, resolve routine matters independently, and proactively advance work to completion.

• Process invoices, journal entries, purchase orders, cash deposits, and related financial transactions accurately and in compliance with university policy.
• Maintain the integrity of vendor, asset, and financial records by ensuring transactions are complete, appropriately documented, and accurately coded.
• Reconcile financial records, identify discrepancies, investigate root causes, and recommend appropriate corrective action.
• Monitor financial workflows and proactively follow up on outstanding approvals, documentation, or actions necessary to prevent delays.
• Recognize process inefficiencies and recommend practical improvements that strengthen internal controls and improve customer service.
• Serve as a trusted operational resource for Finance & Administration by anticipating needs rather than simply responding to requests.

Travel Administration:

Serves as Digital Learning's subject matter expert for university travel policies and procedures, partnering with travelers and campus stakeholders to facilitate compliant, efficient travel while minimizing institutional risk.

• Guide employees through travel planning, policy interpretation, and reimbursement requirements.
• Review travel requests and expense reports for policy compliance, accuracy, and completeness.
• Identify potential compliance concerns before expenses are incurred and work collaboratively to resolve them.
• Maintain current knowledge of university travel policies and communicate updates to departmental staff.
• Identify trends in travel errors, exceptions, or workflow challenges and recommend improvements that reduce risk and improve the traveler experience.

Relationship Management & Customer Service:

Builds productive working relationships with university partners, vendors, faculty, staff, and colleagues through responsive communication, professional judgment, and collaborative problem solving.

• Serve as the primary point of contact for vendors and internal customers regarding financial operations.
• Communicate proactively regarding outstanding approvals, payment status, contracts, and workflow issues.
• Resolve routine issues independently while recognizing when leadership engagement is appropriate.
• Represent Digital Learning professionally in interactions with university departments and external partners.
• Deliver exceptional customer service while balancing responsiveness with institutional policy and compliance requirements.

Compliance & Operational Stewardship

• Maintain documentation that meets audit and university requirements.
• Monitor financial workflows to ensure transactions remain compliant throughout the process.
• Identify potential compliance risks and take appropriate action before issues escalate.
• Support audits by maintaining organized, complete, and readily accessible documentation.
• Recommend improvements that strengthen internal controls and operational effectiveness.

Operational Excellence & Continuous Improvement

• Continuously evaluate processes for opportunities to improve efficiency, customer service, compliance, and operational effectiveness.
• Participate in implementation of new systems, technologies, and university initiatives.
• Demonstrate curiosity and coachability by applying lessons learned to future work and contributing ideas that strengthen Finance & Administration operations.

Qualifications

Required Qualifications:

Education: Associate's degree with an equivalent combination of education and 2-3 years of progressively responsible experience.

OR

Bachelor's degree in business administration, accounting, finance, public administration, or a related field

Experience:

• Experience interpreting and applying policies, procedures, and internal controls while exercising sound professional judgment.
• Experience managing multiple priorities in a customer-focused environment requiring accuracy, responsiveness, and attention to detail.
• Experience collaborating across departments to resolve issues, improve processes, and deliver high-quality operational support.
• Experience using enterprise financial systems and Microsoft Office applications, particularly Excel.

Knowledge:

• Knowledge of generally accepted business and financial practices, including accounts payable, procurement, travel, contract administration, and financial recordkeeping.
• Knowledge of university policies, procedures, and financial systems, or the ability to quickly develop subject matter expertise.
• Knowledge of internal controls and the importance of maintaining accurate financial records and supporting documentation.
• Knowledge of customer service principles and professional communication practices.

Skills:

• Professional Judgment
• Evaluates information, policies, and circumstances to make sound decisions within established authority.
• Distinguishes between issues that can be resolved independently and those requiring consultation or escalation.
• Considers downstream operational impacts when making decisions.

Financial Operation Abilities:

• Accurately processes a high volume of financial transactions while maintaining strong attention to detail.
• Identifies discrepancies, investigates issues, and recommends appropriate solutions.
• Balances accuracy, timeliness, and customer service in a dynamic environment.

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: Bachelor's degree in business administration, accounting, finance, public administration, or a related field

Experience:

• Experience in higher education, government, or another complex, policy-driven organization.
• Experience with accounts payable, procurement, travel administration, contract administration, or financial operations.
• Experience serving as a subject matter expert for operational processes.
• Experience identifying opportunities for process improvement and implementing operational enhancements.
• Experience developing or refining written procedures, reference materials, or training resources.
• Experience with Oracle's DASH or similar enterprise financial systems.

Relationship Management:

• Builds productive working relationships with colleagues, vendors, and university partners.
• Communicates clearly and professionally with individuals possessing varying levels of financial knowledge.
• Approaches customer service with professionalism while maintaining policy compliance.

Continuous Improvement

• Recognizes recurring issues and translates experience into process improvements.
• Identifies opportunities to improve operational efficiency, compliance, and the customer experience.
• Adapts readily to changing priorities, technology, and university processes.

Work Location

• Location: Knoxville, TN
• On-site, with the potential for a hybrid work arrangement following the successful completion of training and or probationary period

Compensation and Benefits

• UT market range: MR 06, non-exempt
• Anticipated hiring range: $25-$29 per hour, depending on experience
• 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

Digital Learning at UT, is a unit charged with advancing UT's commitment to discovery, creativity, learning, and engagement, specifically for online learners. Using advanced and innovative technologies, Digital Learning at UT will provide scalable solutions that enhance the online learning experience and reduce barriers to student access and success, providing a tremendous impact to