Vanderbilt University Payroll Coordinator (Departmental) in Nashville, Tennessee

Payroll Coordinator (Departmental) (Job Number: 1800747)


Position Summary:

The Departmental Payroll Coordinator is part of the Business Affairs team within Peabody College at Vanderbilt University and is a key individual contributor responsible for providing financial leadership and business operations support. This position provides accounting, budgeting, and operational support in the Dean’s Office. Reporting directly to the Director of Finance and Administration, the Administrative Operations Coordinator interacts regularly with Peabody staff, and with other financial and Human Capital Managers (HCMs) across campus.

The Departmental Payroll Coordinator will review and approve financial transactions for the Peabody College, and will utilize high attention to detail to ensure every component of a requisition or expense report is accurate prior to approval. The position processes hiring, transfers, promotions, and end of employment transactions, and serves as the area resources on absence reporting. The Coordinator assists hiring managers with the payroll administration, recruitment process, position reviews, and reclassifications.

About the Work Unit:

With a genealogy dating to a one-room Nashville schoolhouse in 1785, Peabody College today is a world-class college of education and human development. Our mission is to enhance the human condition, with a particular focus on children’s learning and development. We do this as we always have, through the preparation of teachers and leaders; through cycles of research, implementation, and refinement; through service to families, schools, and communities; and through external engagement with professionals, leaders, and policy-makers. Peabody’s focus on learning differences has helped to define the college, as has a reputation for empirical rigor in educational neuroscience; child, family, and community development; special education; the learning sciences; and educational leadership and policy. Peabody is devoted to creating opportunity in an increasingly diverse society and to solving large societal problems.

About Vanderbilt:

Vanderbilt is a renowned private institution founded in 1873 located a little more than a mile from downtown Nashville, TN. The university’s students, faculty, staff and visitors frequently cite Nashville as one of the perks of Vanderbilt. VU 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 that is bigger than themselves, take exceptional pride in their work and never settle for what was good enough yesterday

Key Functions and Expected Performance:

Key HR Functions

  • Understandsthe staff HR life cycle from onboarding to retirement.

  • Advises andassists staff with routine HR processes and identifies more complexsituations that require the involvement of others.

  • Maintains anextensive understanding of HR functions in Oracle and related connectionswith Oracle Financials.

  • AssistsPeabody employees with self-service transactions, as needed.

  • Analyzes andprocesses complex transactions with forethought to implications andrequired communications.

  • Performs otherduties on the HR spectrum, as assigned.

  • Key FinancialResponsibility

  • Reviews andapproves financial transactions for Peabody, including procurementrequisitions, travel and entertainment expense reports, and One cardexpense reports.

  • Preparesgeneral ledger journal entries on behalf of Peabody College units.

  • Maintains anextensive understanding of charts of accounts and departmental use ofProject Portfolio POET structure as well as other travel and procurementpolicies.

  • Uses excellentprofessional judgment and integrity to evaluate appropriateness ofexpenses and addresses questionable transactions, when appropriate.

  • Uses highattention to detail to ensure every component of a requisition is accurateprior to approval.

Supervisory Relationships:

This position does not have supervisory responsibility; this position reports administratively and functionally to the Director.


  • Bachelor’s Degree in Accounting, Finance, or Business, from anaccredited institution of higher education isnecessary.

  • A Master’s degree from anaccredited institution of higher education ispreferred.

  • A Master’s degree in BusinessAdministration from an accredited institution of higher education ispreferred.

  • A Certified PublicAccountant is preferred.

  • 3-5 years of human resources experience is necessary.

  • Strong interpersonal andcommunication skills and the ability to work effectively with a wide rangeof constituencies in a diverse community ispreferred.

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

  • Experience in MS Office Suite with an emphasis in Excel is required.

  • Strong analytical skills and strong working knowledge of general payroll protocols, accounting principles and Federal, State and local regulations.

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

  • Organization and coordinatingskills are preferred.

  • Ability to perform complextasks and to prioritize multiple projects ispreferred.

  • Records maintenanceskills are preferred.

  • Ability to prepare researchreports and proposals is preferred.

  • Ability to provide technicaladvice and information to staff in area of expertise ispreferred.


In addition to offering a lively community that encourages learning and celebrates diversity, VU 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

Key Characteristics of a Successful Team Member inthis Work Unit:

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

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

  • Teamwork – Genuinely valuesteamwork and co-workers; make them feel valuable and important byacknowledging what they do well. Doesn’t expect from otherseffort that one is unwilling to do themselves. Finds ways toacknowledge other’s strong suits.

  • Works throughIssues –Recognizes that the work is about successful outcomes. If things aren’tgoing well, outcomes suffer. Is willing to have crucial conversations ifthings 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 highlycollaborative team. Communicates proactively. Understands that opencommunication and the sharing of knowledge is fundamental to the successof the team. Asks for advice, and considers it thoughtfully.

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

Licensure, Certification, and/or Registration (LCR):

Primary Location: United States-Tennessee-Nashville

Organization: 21100 - Peabody: Business Affairs

Job: Administrative / Office Support Managers