Graduate Program Coordinator/Financial Manager - School of Art
University of Tennessee, Knoxville
Knoxville, TN
Full-time
Education
Posted on April 11, 2024
Graduate Program Coordinator/Financial Manager - School of Art
University of Tennessee
Duties: Coordinates the department’s graduate programs and assists the Associate Director of Graduate Studies, provides financial management assistance to the department business manager, and provides departmental administrative and logistical support.
Short Description: Facilitates and manages graduate student recruitment, tours, and events; and administers recruitment campaigns, reports, and analytics. Serves as first point-of-contact for current and prospective graduate students; attends and records Graduate Committee meetings; organizes and attends graduate events and orientations; facilitates updating of graduate handbook, student correspondence and records; supports curricular and assessment processes; and compiles and submits reports and data. Maintains ledgers; verifies appropriate financial documentation; ensures submission and capitalization of assets in inventory; executes financial operations including travel, honorariums, vendor requests, deposits, invoices, and procurement card verifications and distributions; and implements procedures and processes for the Art Store. Supervises student office workers, facilitates faculty search interviews, campus visits, and travel; assists the Scholarship and Graduate Committees with managing scholarship processes; and assists the Business Manager, Director of Graduate Studies, and the Graduate Committee Chair as needed.
Long Description:
1. GRADUATE PROGRAM COORDINATOR
- Attend Graduate Committee meetings and annual Director of Graduate Studies (DGS) meetings, draft, and post meeting minutes.
- Coordinate and represent School of Art at graduate recruitment events; organize faculty to attend events.
- Draft, design and execute graduate email marketing campaigns supporting recruitment; track and evaluate analytics.
- Communicate & correspond with prospective and admitted students; coordinate tours and visits for prospective students; assist students with application process and enrollment.
- Administer efficient review of graduate applications and admissions platform; track and analyze admissions data to assess recruitment practices; communicate with Grad School.
- Produce and distribute admission letters, accepted offers, and award distributions.
- Update graduate handbook annually and organize fall graduate orientation with DGS.
- Maintain departmental graduate program calendar, including reviews, exhibitions, and fellowship/scholarship deadlines.
- Assist DGS and Grad Committee with the preparation and submission of curricular proposals; administer distribution, collection, and compilation of SACCS assessment rubrics; and aid with preparation and submission of cyclical assessment reports.
- Manage and support annual graduate scholarship and award processes: Coordinate deadlines and processes with DGS and Scholarship Committee; promote awards to current and prospective students; update and manage on-line application platforms; plan annual scholarship reception; notify awardees and generate award letters and certificates.
- Maintain department records of graduate student projects.
- Assists DGS and Graduate Committee Chair as needed.
- Adhere to departmental compliance with University Fiscal policies and procedures, interpreting policy for department head, faculty, staff, and students.
- Adhere to departmental compliance with Generally Accepted Accounting Principles (GAAP), federal, state, and local laws and rules.
- Maintain ledgers for close to 100 departmental cost centers, WBS funds, and other fund accounts; initiate and submit financial functions for all operating expenses.
- Verify all department ledger entries have appropriate documentation, by tracking, maintaining, and organizing all departmental records for contracts, honorariums, invoices, procurement card statements, petty cash reimbursements, and transfers.
- Process travel expense reports for faculty, staff, and students
- Monitor university direct charge areas, process departmental deposits.
- Coordinate and manage services and goods purchased by internal and external users on Touchnet system for Art Store.
- Coordinate completion of vendor registrations and international guest documentation and submit to appropriate campus departments.
- Enter and create asset information in the financial system and capitalization of new equipment for inventory.
- Supervise and assign tasks to student office workers; approve time sheets on Work Study platform.
- Schedules faculty search Zoom meetings and on-campus visits; coordinates search candidate travel booking with Administrative Associate I staff.
- Attend monthly graduate committee meetings, draft, and post meeting minutes.
- Develop, facilitate, and support graduate recruitment events.
- Plan, schedule and coordinate departmental special graduate events.
Qualifications :
Required Qualifications:
- Bachelor's degree and 4 years of experience in an office setting OR a high school diploma with 6 years of experience in an office setting
- Ability to understand and interpret financial and administrative policies, procedures, and regulations.
- Knowledge of office functions, accounting record keeping, electronic spreadsheets, and computer operations.
- Ability to communicate and disseminate information clearly, both verbally and in writing.
- Ability to interpret situations and proactively recognize and solve problems.
- Ability to gather, compile, synthesize, and analyze complex information and generate reports.
- Ability to work independently, collaborate with a diverse team, and make decisions in a highly dynamic environment.
- Ability to manage the activities of an employee.
- Ability to prioritize, multi-task, and to learn new software and processes quickly.
- Ability to maintain discretion and confidentiality with various financial and operational records and information.
- Knowledge of a large platform HR/Financial system.
- Skills in Microsoft Suite, particularly Excel, and Adobe.
- Experience working in higher education.
- Accounting experience.
- Knowledge of and experience with UT policies and procedures.
- Skills in IRIS/SAP, CONCUR, ARGOS, Cayuse, Archibus, and Scholarship Manager.
- Some prior supervisory experience.
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