The Administrative Manager [AM] is part of the Department Administrative Office at Vanderbilt University and is a leader responsible for overseeing the daily administrative, personnel & financial management activities for the department. This position provides specialist administrative services as appropriate in such areas as fiscal management; faculty, staff, or student affairs; & general business administration. Reporting directly to the Senior Administrative Officer [SAO] and functionally to the Department Chair, the Administrative Manager participates, with the Chair and the Associate Chair, in strategic & operational decision making as a member of the department's leadership team.
The Administrative Manager is responsible for transactional financial oversight in an operational capacity as Financial Unit Manager. The AM will review & approve financial transactions & processing. The AM will also serve as staff Line Manager for department research staff as well as direct supervisor of department operational core staff.
The Department of Mathematics in the College of Arts & Science is a recognized world leader in mathematical research and education. The faculty is comprised of several International Congress of Mathematicians (ICM) speakers and about a third of the faculty are Fellows of the AMS. The department has leading research groups in several areas of mathematics including biomathematics, combinatorics, geometry and topology, group theory, PDE's, universal algebra & logic, and harmonic analysis. The research achievements of Vanderbilt mathematics faculty have been recognized by invitations to speak at prestigious mathematics conferences such as the International Congress of Mathematicians and the AMS-MAA Mathematical Meetings.
Duties and Responsibilities
DEPARTMENT LEAD ADMINISTRATION
Serve as department lead administrator, employing judgment, initiative, & resourcefulness to financially & administratively guide department.
Work closely with Department Chair, providing financial & administrative recommendations, when appropriate, & implementation of plans
BUDGETARY / FINANCIAL
Serve as Department Financial Unit Manager (FUM) approving all expense allocations, e.g. procurement, expense reports, CORES, intercompany, etc. to ensure charges are allowable, allocable and reasonable.
Frequently prepare ad hoc financial and budget reports
Closely monitor budgets and expenditures in projects for the unit/area/department
Report findings that occur as part of the analysis process and incidental discoveries to the AO
Work closely with and grant manager in regarding expenditures on all grant centers.
Work with and Grant Manager on periodic financial reporting
Work closely with and Grant Manager in the monitoring and tracking all direct and indirect costs and insure they are in accordance with funding sources
Assist in resolution of issues regarding POs, payments, etc. with procurement office and payment offices.
Serve as direct supervisor, recruiting & managing department core operational staff
Provide information to others (oral or written) to explain/clarify problems or issues or requests; meet with other professional/technical personnel to determine causes of a specific problem.
Participate in periodic management meetings to keep top management informed of problems and concerns
Assistant/support for Administrative Officer
Assist in overseeing spending compliance across sponsored & non-sponsored funds within the department, including assisting in budget recons & meeting with faculty, the grants manager & AO.
Responsible for providing various reporting as assigned by AO.
Participate in management meetings,
HUMAN RESOURCES / PAYROLL
Serves as Line Manager for department staff
Post positions in Talent Central
Review/approve direct time & time off
Enter staff changes (terminations, salary changes, etc.) via Oracle, PTO pay out, collect keys, OneCards, etc.
Communicating, implementing, interpreting and policies and procedures as appropriate
Additional Duties as Assigned
This position does have supervisory responsibility supervising department core staff; this position reports administratively & functionally to Divisional Senior Administrative Officer & functionally to the Department Chair.
Profile of an Ideal Candidate
A Bachelor's degree from an accredited institution of higher education, or the equivalent in experience, is necessary.
Proven personnel & career management experience.
Strong interpersonal and communication (written/verbal) skills is necessary
Demonstrated ability to use independent judgment and to manage and impart confidential information is necessary
Demonstrated initiative & ability to analyze and solve problems in a time-efficient manner, including planning developing & coordinating multiple projects, is necessary
Proven strong financial & restricted fund administration experience.
Evidentiary knowledge of human resources administration principles and practices is strongly preferred
Evidentiary knowledge of academic student policies, processes, and procedures is strongly preferred
Skills in the use of word processing, spreadsheet, & database software is necessary.
Knowledge of Vanderbilt University policies & procedures is strongly preferred.
Familiarity with Vanderbilt ERP [Oracle Cloud/SkyVU] as well as other VU systems is preferred
Internal Number: 1901936
About Vanderbilt University
Vanderbilt University is a center for scholarly research, informed and creative teaching, and service to the community and society at large. Vanderbilt will uphold the highest standards and be a leader in the quest for new knowledge through scholarship, the dissemination of knowledge through teaching and outreach, and the creative experimentation of ideas and concepts. In pursuit of these goals, Vanderbilt values most highly intellectual freedom that supports open inquiry, equality, compassion, and excellence in all endeavors.