Vanderbilt University Administrative Manager in Nashville, Tennessee

Administrative Manager (Job Number: 1800878)


Position Summary :

The Administrative Manager, also called the Financial Unit Manager (FUM)/Human Capital Management (HCM) Specialist, is part of the Office of Academic and Faculty Affairs (OAFA) at Vanderbilt University. This position is a key individual contributor responsible for the day to day operations of human capital management and finance functions. This position provides financial unit management, administration of payroll and personnel functions, and general guidance and assistance for staff, often performing in a liaison capacity. Reporting directly to the Senior Assistant Provost for Faculty and Strategic Affairs, the FUM/HCM Specialist interacts regularly with all staff in OAFA and its reporting offices, and with other FUMs and HCMs across campus. Working closely with the Chief Business Officer, the FUM/HCM Specialist monitors systems and procedures to ensure compliance with accounting principles, University, State, and Federal regulations, and audit requirements, serves as a key departmental contact on Vanderbilt policy and process questions..

The FUM/HCM Specialist will review and approve all financial transactions for OAFA and its reporting offices, and will ensure that all transactions are recorded accurately and are in compliance with applicable university and departmental policies. The position processes hiring, transfers, promotions, and end of employment transactions, and serves as the area resources on time and absence reporting. The Specialist assists hiring managers with the recruitment process, position reviews, and reclassifications.

About the WorkUnit :

OAFA is responsible for helping to institute Vanderbilt's academic strategic vision in alignment with the Academic Strategic Plan. Reporting offices include the Office of Immersion Resources, the Global Education Office, the Career Center, the Wond’ry, and the Vanderbilt Press. Additionally, staff in OAFA work closely with the deans of each of the university's colleges and schools on academic matters, including strategic faculty recruitment, promotion, and retention.

Key Functions andExpected Performance:

Financial Unit Management

  • Reviews and approves financialtransactions for assigned financial unit(s) in the Oracle Cloud system,including procurement requisitions, travel and entertainment expense reports,and procurement card expense reports.

  • Maintains an extensiveunderstanding of the university’s chart of accounts and departmental use ofProject Portfolio Management POET structure as well as travel and procurementpolicies.

  • Maintains extensive understandingof institutional and departmental policies. Uses excellent professional judgmentand integrity to evaluate the appropriateness of expenditures and possesses thematurity and confidence to address questionable transactions either directly orby escalating them, if needed. Uses high attention to detail to ensure everycomponent of a requisition or expense report is accurate prior to approval. Adoptsbest practices in the review and management of financial resources addressingany needed changes or adjustments in a timely manner.

  • Maintains big picture perspectivein order to ensure that all expenditures are evaluated to assess impact ondepartmental operational needs and financial goals.

  • Serves as the key trainerthroughout the portfolio of OAFA on SkyVU/Oracle Cloud systems and processes.

Human Capital Management

  • Understands the staff HR life cyclefrom onboarding to retirement.

  • Advises on routine HR processes andidentifies more complex situations that require the involvement of others.

  • Assists employees with self-servicetransactions, as needed.

  • Maintains an extensiveunderstanding of HR functions in Oracle and related connections with Oracle Financials.

  • Analyzes and processes complextransactions with forethought to implications and required communications.

  • Performs other duties on the HRspectrum as assigned.

SupervisoryRelationships :

This position does not have supervisory responsibility; this position reports administratively and functionally to the Senior Assistant Provost for Faculty and Strategic Affairs.

Required Education,Experience and Certifications:

  • ABachelor’s degree from an accredited institution of higher education.

  • Atleast 5 years of directly comparable experience.

Preferred Experienceand Skills :

  • Stronginterpersonal and communication skills and the ability to work effectively witha wide range of constituencies in a diverse community.

  • Abilityto make administrative/procedural decisions and judgments.

  • Organizingand coordinating skills.

  • Abilityto perform complex tasks and to prioritize multiple projects.

  • Recordsmaintenance skills.

  • Abilityto prepare research reports and proposals.

  • Abilityto provide technical advice and information to staff in area of expertise.

  • Abilityto analyze budgetary line items for compliance with budget guidelines.

  • Abilityto communicate effectively, both orally and in writing.

KeyCharacteristics 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.

§ 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.

§ Worksthrough 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.

§ NaturallyCommunicates – 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.

About Vanderbilt University

Vanderbilt is a renowned private institution founded in 1873 and located in the heart of Nashville, Tennessee. The university’s students, faculty, and frequently cite Nashville and the surrounding area as one of the many perks of being a part of Vanderbilt community. Vanderbilt University is a place where your expertise will be valued, your knowledge expanded, and your abilities challenged. It is a place where your diversity is sought and celebrated. It is a place where employees know they are part of something bigger than themselves, take exceptional pride in their work and never settle for what was good enough yesterday. Vanderbilt was recently ranked #1 in the Princeton Review at among 382 top colleges and universities for “happiest students” - as well as #2 for “best quality of life” and “great financial aid,” #5 for “best run colleges” and “beautiful campus,” and #6 for both being in a “college city that students love” and having “great campus/city relations.”

Vanderbilt Benefits

In addition to offering a lively community that encourages learning and celebrates diversity, Vanderbilt University offers a competitive, flexible benefits package including health, dental, vision, life, accidental death & dismemberment, disability insurance, paid time off, and a 403(b) retirement plan with employer match. Vanderbilt offers tuition assistance to employees, spouses and dependent children. Also, after five years of service, Vanderbilt will pay up to 55% of the tuition for up to three dependent children to earn a bachelor's degree. Learn more about Vanderbilt's benefits at VU Benefits Overview.

Job requires Bachelors and 5 years of experience or the equivalent.

Primary Location: United States-Tennessee-Nashville

Organization: 25000 - Acad and Strategic Affairs: Office of Vice Provost

Job: Administrative / Office Support Managers