Vanderbilt University Administrative Manager (Special Education - Peabody College) in Nashville, Tennessee

Administrative Manager (Special Education - Peabody College) (Job Number: 1801412)


Position Summary :

The Administrative Manager is part of the Special Education Department in Peabody College at Vanderbilt University and is a key individual contributor responsible for providing leadership and support to the business operations of the department by performing payroll services, as well as operational support to the Administrative Officer, as needed.

About the Work Unit :

Improve the lives of children and youth with disabilities at the top special education graduate program in the nation, as ranked by U.S. News & World Report. The Department of Special Education at Vanderbilt conducts groundbreaking research, establishes innovative practices, and develops widely used methods.

Through this program you’ll conduct fieldwork and research projects, collaborate with faculty and other students on important initiatives, participate in colloquia with experts from various disciplines, and supervise undergraduates’ field experiences. Because there is a shortage of qualified special education professionals, it is possible that your education could be fully funded through U.S. Department of Education grants.

Key Functions and Expected Performance:

Payroll Administrator/Coordinator for the Special Education Department:

  • Processes all payroll and personnel forms/actions and navigates them through the Vanderbilt approval process to ensure that all payroll deadlines are met.

  • Manages all faculty and fellow appointments, reappointments, credentialing, etc., to ensure that all appointments, credentialing, and licensures are kept up to date.

  • Monitors and manages all visa issues; submits visa applications; ensures that all visas are kept up to date.

  • Processes all new hires, transfers, and terminations in the department; maintains the personnel database and files.

  • Reviews all biweekly timesheets for the department and submit to VU Payroll for processing.

  • Assists faculty, staff, and fellows in understanding their benefits as Vanderbilt employees.

Provide Accounting/Administrative Support for the Department:

  • Manages miscellaneous ongoing accounts/projects.

  • Counsels and directs research and departmental staff on proper accounting treatment of unusual transactions. Assists with identifying proper costing of purchases and employee reimbursements, as needed.

  • Provides ad hoc analysis as needed throughout the year to identify financial/operational issues and seek solutions.

Supervisory Relationships :

This position does not have supervisory responsibility; the position reports administratively and functionally to the Administrative Officer.

Education and Certifications:

  • Bachelor’s degree from an accredited institution of higher education is necessary.

  • Master’s degree from an accredited institution of higher education is preferred.

Experience and Skills :

  • At least three years of directly comparable experience is necessary.

  • At least five years of directly comparable experience is preferred.

  • Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community is preferred.

  • Ability to make administrative/procedural decisions and judgments is preferred.

  • Organizing and coordinating skills are preferred.

  • Ability to perform complex tasks and to prioritize multiple projects is preferred.

  • Records maintenance skills are preferred.

  • Ability to prepare research reports and proposals is preferred.

  • Ability to provide technical advice and information to staff in area of expertise is preferred.

  • Ability to analyze budgetary line items for compliance with budget guidelines is preferred.

  • Ability to communicate effectively, both orally and in writing is preferred.

Key Characteristics of a Successful Team Member in this Work Unit:

§ Analytical & Detail-Oriented – Accurately assesses information and applies applicable law, policy and procedure. Considers the long term implications of actions today and advises employees appropriately. Even small mistakes can create big issues; attention to detail work indicates care about the outcomes.


§ Autonomous – Self-managing; self-motivated. Manages time, activities and outcomes well so that progress stays on track. Cleans up after themselves.

§ Maturity – Exhibits professional maturity; doesn’t pass the buck to dodge accountability; doesn’t engage in petty office politics or inappropriate social conduct

§ Integrity – Holds oneself accountable; takes responsibility for failures as well as successes, recognizes that trust is required to hold a team together.

General Characteristics of a Successful Vanderbilt University Staff Member :

§ Acceptance of Feedback – Takes constructive criticism with grace, and make improvements without taking it personally or holding grudges. When wrong, owns it – freely admits mistakes.

§ Adaptability – Reads cues and adapt accordingly. Adjusts style and approach to accommodate the styles and needs of others. Can anticipate and effectively de-escalate potential conflicts.

§ Assumes Positive Intent – Assume that others are working and taking action with good intentions. They may not have all the information yet and asking thoughtful questions and providing information is critical to mutual understanding and moving forward with success.

§ Assumes the Best -- Assume that others are working as hard as you are on things that are as important as what you are working on. Just because you don’t know what someone does, it doesn’t mean they’re not doing anything.

§ Believes – Believes in the work being done and in the importance of the organization’s mission.

§ Eager – Enthusiastic, wanting to learn, wanting to continue one’s personal and professional development and expertise.

§ Hard-Working – Is industrious as well as efficient (busy isn’t the same as productive). Can juggle multiple competing priorities simultaneously without becoming overwhelmed.

§ Helpful Nature – Offers to help lighten the load for others in times of need. Volunteers rather than waiting to be asked. Understands that almost no one works in a silo and needs the help of others to do their job well; recognizes that by helping others first, others will likely reciprocate.

§ Honest and Transparent – Doesn’t have hidden agendas. Doesn’t play people against each other. Is authentic and forthright.

§ Naturally Communicates – Readily shares information and is comfortable working within a highly collaborative team. Communicates proactively. Understands that open communication and the sharing of knowledge is fundamental to the success of the team. Asks for advice, and considers it thoughtfully.

§ Nice – Asks caring, interested questions and is a good listener. Smiles and is grateful. Sends appropriate notes of thanks to others who have helped. Avoid gossip or saying negative things about co-workers. Patient and generous. Make suggestions rather than stating hard and fast opinions. Avoids being negative, sarcastic, and cynical.

§ Optimistic – Is friendly, tirelessly cordial, polite, and genial. Comes in to work with a good attitude and doesn’t bring their own personal “little black clouds” into the work environment.

§ Perspective – Maintains a sense of humor and perspective. Can laugh first and foremost at oneself.

§ Praises Publicly; Criticizes Privately – When dealing with a difficult co-workers or customers, “pretend your children are watching” how the situation is handled. Good manners help keep a cool head. Gives credit where credit is due.

§ Raises the Bar – Expects and delivers excellence. Is a creative problem solver. Is proactive. Welcomes input on making things better. Places a high value on learning and getting better

§ Reliable – Does what they say they will do, when they say they will do it. Shows up for work when expected. Doesn’t push the burden of work volume or deadlines to others.

§ Resilient – Is resilient in the face of daunting challenges and setbacks; bounces back readily.

§ Respect – Is friendly, tirelessly cordial, patient, polite, and genial. Comes in to work with a good attitude and is ready to help campus employees, managers, and colleagues through what may be a difficult and overwhelming time for them.

§ Responds Promptly – When emails and phone messages aren’t returned in a timely way, it sends the message that the other party is not important. Responds even if just to acknowledge receipt and provide a timeframe by which the requester can expect a full response.

§ Sharing – Shares information. Communicates proactively. Transmits knowledge; recognizes that “knowledge is power” is less effective than “sharing knowledge is power.” Asks for advice, and considers it thoughtfully.

§ Teamwork – Genuinely values teamwork and co-workers; make them feel valuable and important by acknowledging what they do well. Doesn’t expect from others effort that one is unwilling to do themselves. Finds ways to acknowledge other’s strong suits.

§ Works through Issues – Recognizes that the work is about successful outcomes. If things aren’t going well, outcomes suffer. Is willing to have crucial conversations if things aren’t going well. Doesn’t just complain to management . . . does everything possible to remedy the situation directly first.

Job requires Bachelors and 3 Years of experience or the equivalent.

Primary Location: United States-Tennessee-Nashville

Organization: 21220 - Special Education

Job: Administrative / Office Support Managers