What are the responsibilities and job description for the Program Administrator: Department of Mechanical and Aerospace Engineering - UTK position at University of Tennessee - Knoxville?
The Program Administrator at the Innovation South facility of the University of Tennessee, Knoxville and will be funded through grant funded projects. This position is key to support the administrative and financial/contracting needs of the team led by Dr. Uday Vaidya. The supporting faculty are Drs. Krishnan Veluswamy, Sagar Kanhere, Romeo Fono-Tamo and other Fibers & Composite Manufacturing at Innovation South staff and students. They will work with team members within UT and across all partner institutions to manage the significant communication and coordination needs of a project of this scope and administer the fiscal, administrative and budget management responsibilities.
- Manage and reconcile multiple sponsored projects, cost-share, and gift accounts, in close cooperation with the MAE Business Office and the FCMF faculty (led by Vaidya)
- Track direct and indirect costs, encumbrances, and spend plans; prepare reports for principal investigators and leadership.
- Process and monitor procurement transactions (Purchase Orders, Procurement Cards, Travel Card) and ensuring proper allocation and documentation.
- Coordinate salary allocations, tuition/benefit splits, and cost transfers across accounts in coordination with the MAE Business Office.
- Prioritize and establish work assignments, and assure balanced workloads amongst undergraduate assistants
- Encourage undergraduate assistants to attend training and workshops related to their tasks
- Ensure that university policies regarding work performance and behavior are followed
- Ensure effective, efficient and safe operations and develop new procedures when needed
- Review, process, and reconcile domestic and international travel reports for faculty, staff, and students, ensuring accurate charging of direct vs. indirect costs
- Check systems to monitor pending travel authorizations, expense reimbursements, and policy compliance.
- Act as a delegate for travel and purchasing transactions to streamline processing on behalf of faculty and research staff. (Purchase Orders, Travel Card, Procurement Card, etc.) Working with MAE financial staff).
- Collaborate with faculty (PIs/Co-PIs), research staff, administrative teams, and external partners (vendors, sponsors, ORNL, IACMI, etc.) to support project and financial deliverables.
- Provide clear, timely communication to team members and students regarding deadlines, required actions, and compliance updates.
- Maintain accurate records, reports, and supporting documentation for audits and sponsor reviews.
Required Qualifications
Education :
- High School diploma or GED
Experience :
- Four to Five years’ experience in Project administration and/or administration of federally funded projects
- Experience with budgets and reporting
Knowledge, Skills, Abilities:
- Experienced in Microsoft Excel (advanced formulas, pivot tables), Word, and financial reporting. Effective communicator with proven ability to follow up, coordinate, and ensure accountability across individual teams.
Preferred Qualifications
Education :
- Associate or Bachelor’s degree in accounting or other financial background
Experience :
- Supervisory experience with Graduate students and Undergraduate student employees
- Experience working with faculty and other researchers in an academic or laboratory setting
- Experience working with funding agency electronic research administration tools
- Proficient in UT financial and administrative platforms including Oracle/DASH and Payment Works.
- Strong knowledge of UT fiscal policy, procurement rules, and sponsored program guidelines.
Knowledge, Skills, Abilities:
Computer skills and working knowledge of the following are preferred: Microsoft Outlook, Word, other office products and Adobe.Work Location:
- Location: Knoxville, TN
- Onsite
Compensation and Benefits:
- UT market range: MR07
- Anticipated hiring range: $50,000-$55,000
Application Instructions
To express interest, please submit an application with the noted below attachments:
- Resume
- Cover Letter
- List of 3 Professional References
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.
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Salary : $50,000 - $55,000
