The Human Resources and Budget Coordinator provides administrative and technical support for departmental human resources and budget operations. This position is responsible for assisting with personnel transactions, position management, organizational updates, and maintenance of employee and position records. The position also supports budget administration through preparation of reports, monitoring personnel expenditures, maintaining position funding distributions, and assisting with budget reconciliation activities. Working closely with departmental leadership, the position helps ensure personnel and financial information is accurately maintained and processed in accordance with university policies and procedures.

• Required Education and Experience:  
  • High school diploma or GED.
  • Three years of administrative support experience involving record maintenance, data entry, customer service, financial recordkeeping, personnel administration, or related office functions.
  • Experience utilizing computer systems and software applications to maintain records, process transactions, and prepare reports.

 

• Preferred Education and Experience:
  • Associate's degree or coursework in Human Resources, Business Administration, Accounting, Finance, or a related field.
  • Experience supporting human resources, payroll, budget, accounting, or personnel administration functions.
  • Experience preparing reports and maintaining financial or personnel records.
  • Experience working with enterprise resource planning (ERP), human resources, payroll, or financial systems.
  • Experience with DASH or similar systems.

 

• Required Knowledge, Skills, Abilities: 

  • Knowledge of human resources administrative practices, procedures, and recordkeeping requirements.

  • Knowledge of budget administration principles and basic financial reporting practices.

  • Knowledge of office administration and customer service principles.

  • Skill in maintaining accurate personnel, position, and budget records.

  • Skill in preparing, reviewing, and analyzing reports and spreadsheets.

  • Skill in organizing and prioritizing multiple assignments while meeting established deadlines.

  • Ability to maintain confidentiality when handling personnel and financial information.

  • Ability to analyze information and identify errors, inconsistencies, or funding concerns.

  • Ability to communicate effectively both verbally and in writing.

  • Ability to manage multiple priorities with attention to detail and accuracy.

  • Ability to understand the relationship between personnel transactions and budget impacts.

• 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.

Work Location

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

Compensation and Benefits

• UT market range: MR05
• 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. 

Human Resources Administration and Position Management:

• Assist with processing personnel transactions including position changes, promotions, transfers, additional assignments, separations, and organizational updates.
• Maintain position and employee records to ensure accuracy and completeness within university systems.
• Update position information, reporting relationships, supervisory assignments, and organizational structures.
• Assist supervisors and employees with routine human resources inquiries and personnel processes.
• Review personnel actions for completeness and accuracy prior to submission.
• Maintain reports related to positions, vacancies, staffing, organizational structures, and personnel data.
• Assist with position management activities including position creation, modification, reorganization, and maintenance.
• Provide administrative support for recruitment activities, including applicant assistance and transaction processing as needed.
• Enter, update, and maintain personnel and position information within DASH and Departmental spreadsheets.
• Assist departmental leadership with workforce planning and organizational changes.

Budget Administration and Financial Support:

• Prepare recurring and ad hoc budget reports for departmental leadership.
• Assist with monitoring salary budgets and personnel expenditures.
• Process and maintain position funding distributions and labor allocation changes.
• Update position budget allocations to ensure personnel expenses are charged to appropriate funding sources.
• Assist with budget reconciliations and research discrepancies.
• Compile financial and personnel data to support budget planning and forecasting activities.
• Monitor position funding and provide reports regarding available funding and expenditure trends.
• Maintain budget records, spreadsheets, and supporting documentation.
• Assist with year-end budget preparation and reporting requirements.
• Generate financial reports and provide budget information to support departmental decision-making.

Oracle Cloud SCM Administration and Resource Management:

• Administers and maintains Oracle Cloud Supply Chain Management (SCM) organizational structures, Work Areas, Work Centers, Resources, and Resource Instances to support Facilities Services operations, workforce planning, work management, and accurate operational reporting.

Responsibilities include:

1. Establishes, configures, and maintains SCM Work Areas and Work Centers to ensure alignment with departmental organizational structures, operational responsibilities, and business processes.
2. Manages labor and equipment resources, including resource classifications, capacities, availability, and organizational assignments to support effective scheduling and operational efficiency.
3. Creates, updates, activates, and deactivates Resource Instances, ensuring accurate personnel and equipment assignments. Coordinates system changes associated with employee onboarding, transfers, separations, and organizational restructuring.
4. Monitors system configuration and data integrity, identifies and resolves discrepancies, and collaborates with departmental leadership, Human Resources, Finance, and enterprise system administrators to maintain accurate information.
5. Develops and maintains administrative procedures, system documentation, and configuration standards to support compliance, consistency, and operational continuity.
6. Evaluates existing processes and recommends improvements to enhance system functionality, resource management, reporting accuracy, and administrative efficiency.