Vanderbilt University Assistant to the Chair - Civil and Environmental Engineering in Nashville, Tennessee
Assistant to the Chair - Civil and Environmental Engineering (Job Number: 1801348)
About the Role:
The Assistant to the Chair position is housed in Civil and Environmental Engineering. This position will primarily plan, organize, and manage the daily administrative activities of the department. It will serve as a liaison between faculty, staff, and students. Duties require a strong exercise of independent judgment, initiative, and the ability to make decisions relative to the department’s operations. The position will function with a high degree of understanding of University life, policies, and procedures.
About the Work Unit:
Vanderbilt’s Civil and Environmental Engineering department prepares students for entry-level positions in many specialty areas of civil engineering, as well as many other types of careers, such as business, construction, and law. At the graduate level, the department educates leaders in infrastructure and environmental engineering research and practice, with emphasis on the use of reliability and risk management. Development and application of advanced information systems as applied to civil and environmental engineering needs is an important part of the program.
Key Functions and Expected Performance:
Define and manage financial targets for CEE
Develop and implement financial plans and projects based on needs and costs
Analyze annual departmental budget
Recommend distribution and allocation of departmental resources
Assist chairman in planning and budget control
Serve as business manager for the department; act as contact point for fiscal matters
Attend meetings and interact with other departments/units/institutes as requested by the chairman
Resolve problems directly or in consultation with chairman concerning staffing, use of facilities, equipment, and funds
Maintain spatial data inventory
Manage equipment purchase allocations
On behalf of the department via the Coeus system, review and approve contract and grant proposals submitted by CEE grants managers, or submitted by other departments when CEE faculty have proposed effort on projects.
Monitor departmental operating expenditures
Reconcile expenditures, monitor for compliance with established policies and guidelines
Maintain spatial data inventory
Manage equipment purchase allocations
Collaborate with and provide back-up support to Grants Manager as needed for assistance with proposal preparation, oversight on restrictions, budgeting, reconciliation of expenditures, etc.
Authorize purchase and equipment requests, travel and entertainment expenses, as pertain to department operations
Develop and manage departmental personnel administration
Human Capital Management Specialist (HCM) for the department
Maintain confidential personnel records for professional and non-professional staff
Works with faculty, staff, students, and the Director to understand, maintain, and update HR information in Oracle
Expertise in faculty and staff HR life cycle, from onboarding to retirement
Advises faculty and staff on routine HR processes and identifies more complex situations that require the involvement of the business officer
Assists employees with self-service transactions, as needed
Identifies and understands the connections between policies and procedures and the resulting impact on employees and communicates in advance of any impact
Maintains an extensive understanding of Oracle HR functions and related connections with Oracle financial functions
Enters routine and additional payroll elements
Assists Deans Office with position reviews and reclassifications
Serves as the area resource on absence reporting
Train personnel in departmental systems and procedures
Recommend training for staff development
Interpret and communicate policies and procedures established at School and University levels to departmental staff
Handle complaints and grievances according to university policies
For Postdocs: Initiate Interfolio application for hiring new postdoctoral research associates; collaborate with hiring faculty mentor to make sure all requirements for hire are fulfilled; upload all supporting documentation; prepare appointment request from chair to dean; initiate hiring process, contact employee and begin on-boarding process; ascertain and document costing for salary payments; register new postdoc for employee orientation; track expected date of reappointment in calendar; process final end of employment when assignment is over.
Oversee VU registered undergraduate student workers, including onboarding
Oversee Intern/Observer process, provide I/O forms packet to sponsoring faculty for completion, initiate background check, I9, and on-boarding. Initiate hiring process
For TTK faculty hires: After offer of appointment has been made and accepted, initiate on-boarding of new faculty member in collaboration with VUSE dean's office, based on terms of start-up package. Initiate the on-boarding process. Calculate and follow dates of contract renewals as prescribed by VUSE. Ascertain initial costing for salary, changing as needed when notified by the faculty member of effort distribution to sponsored projects. Coordinate with grants manager on sponsored project period of performance, budget limitations, etc.
For non-TTK faculty hires: After TTK faculty vote and faculty member has been approved, initiate recommendation of offer of appointment. Initiate the on-boarding Implement calendaring to follow dates of renewals as prescribed by Faculty Manual and VUSE. Ascertain initial costing for salary, coordinate with grants managers on sponsored projects, period of performance, budget limitations, etc.
For adjunct/teaching hires: Receive request from faculty sponsor for paid or non-paid courtesy appointments and/or teaching assignments. Draft request from chair to dean, finalize upon review with chair, and submit to VUSE Dean's Office. Upon notification of acceptance begin "on-boarding" procedures. Process renewals and terminations, as needed, upon completion of assignment.
Receive request from faculty member to initiate exchange visitor visa application. Initiate application, contact visitor, requesting needed backup documentation. Pickup DS-2019 when ready and send by courier to visitor. Initiate background check and request I9 email. Upon arrival, follow regular "on-boarding" procedures to enter data in Oracle and establish either paid or non-paid HR record.
Determine/define qualifications and performance expectation for department staff personnel
Evaluate and ensure staff salary equity within the department
Organize and conduct annual performance reviews for department staff
Make hiring recommendations, interview and screen applicants
Ensure effective operation of department through program development, improvement and coordination of processes, participate in regular meetings to share information
Attend VUSE and University meetings related to administrative staff
Work independently on projects related to administrative responsibilities
Prepare reports for chairman's review
Develop, interpret, and implement procedures for general departmental function, assuring that all policies conform to University guidelines
Provide support for strategic decision-making for the department by organizing weekly staff meetings, meeting with chair and associate chair, and attending department faculty meetings
Performs delegate time approval responsibilities, as needed
Understands and processes paid and unpaid leaves for both faculty and staff
Assists employees on FMLA with time keeping
Supervisory Relationships :
This position does have supervisory responsibility; this position reports administratively and functionally to CBO and indirectly to the Chair of the department
Education and Certifications :
- Bachelor’s Degree required, Masters preferred
Experience and Skills :
3 – 5 years of relevant experience
University/College background – Engineering preferred
Strong Organizational skills
Strong critical thinking/ problem solving skills
Experience working with senior leadership
Experience working in a higher education/ academic setting preferred
Financial background including the review of budgets
Proficient in Microsoft office, adobe, and have database experience
Comfort with new technological systems. Adapts easily to changes in technology and process
Ability to work on multiple projects simultaneously
Professional and pleasant attitude with considerable tact, diplomacy, and judgment in interactions with students, faculty, and staff
Key Characteristics of a Successful Team Member in this Work Unit :
Excellent verbal and written communications skills
Meticulous attention to detail and organization
Great customer service and problem solving skills
Dependable, motivated, and willing to learn
Ability to adapt to change
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 staff frequently cite Nashville and the surrounding area as one of the many perks of being a part of the 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 named the “best large employer” in Tennessee and a top employer for women by Forbes , ranked #1 in the PrincetonReview among 384 top colleges and universities for having the best financial aid in the nation – as well as #3 for “happiest students,” “quality of life” and “beautiful campus,” #4 for both being in a “college city that students love” and for having “great campus/city relations.”
About 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 at https://hr.vanderbilt.edu/benefits/6.1.17BenefitsOverview-Candidate-.pdf .
This position requires a Bachelor's and 5 years of experience or the equivalent.
Primary Location: United States-Tennessee-Nashville
Organization: 15230 - Civil Engineering
Job: Administrative Professional Associates