The Administrative Coordinator is part of the Dean's Office in the College of Arts and Science at Vanderbilt University, and is responsible for managing the administrative, operational, and business activities of the Office of Undergraduate Education (OUE). The Administrative Coordinator reports directly to the Senior Administrative Officer and indirectly to the Dean of Undergraduate Education - this position will also work closely with the Associate and Assistant Deans in the Office of Undergraduate Education. This position manages the OUE staff and student workers, and performs complex administrative duties requiring high-level decision-making skills and sound judgment. The position requires a thorough understanding of University policies and procedures.
The College of Arts and Science at Vanderbilt University is a highly selective liberal arts college at the heart of a major research university. It seeks to attract a diverse student body of high promise and ability from throughout the United States and the international community. Its mission is to engage in significant and innovative research, scholarship, and creative expression in the humanities, natural sciences, and social sciences, to offer distinguished, well-taught programs of undergraduate and graduate education in the liberal arts and sciences, and to foster service to society overall.
Duties and Responsibilities
Office of Undergraduate Education Operations:
Serves as OUE office manager with direct oversight of undergraduate student visitors re: assistance, issues, and overall office traffic flow
Liaison between OUE and University Registrar's Office, A&S departments and programs, and Directors of Undergraduate Studies
Coordinates all activities associated with and based on the undergraduate academic calendar and manages special events as needed
Assists Academic Service Coordinator(s) with enrollment management and course registration
Serves as key trainer in areas of responsibility for all university systems (e.g. Oracle, YES, PeopleSoft, etc.)
Maintains departmental records and files
Continually develops and evaluates operational processes for the office
Assists in developing administrative goals and priorities for long-range strategic planning in consultation with Deans
Assists with and delegates administrative tasks as necessary
Handles and maintains strict confidentiality of sensitive information
Financial Unit Management:
Reviews and approves financial transactions in the Oracle Cloud system, including procurement requisitions, travel and entertainment expense reports, procurement card expense reports, and intercompany transactions
Maintains an extensive understanding of Vanderbilt's Oracle Cloud financial systems; maintains an extensive understanding of the institution's chart of accounts and use of optional segments and Project Portfolio Management (PPM) POET structure
Maintains an extensive understanding of the university's expense and procurement policies. Establishes, communicates, and modifies processes in response to changes in university and/or SkyVU policies and procedures
Uses professional judgment and integrity to evaluate the appropriateness of expenditures and possesses the maturity and confidence to address questionable transactions either directly or by escalating them, if needed
Uses high attention to detail to ensure every component of a requisition or expense report is accurate prior to approval
Participates in recurring meetings, trainings and round table discussions to allow opportunities for SkyVU Financial Unit Managers across campus to learn from each other
Student Services Budget & Finance:
Maintain and monitor annual budgets for all student service activities and areas including but not limited to:
Center for Second Language Studies
College of Arts and Science Pre-Major Academic Resource Center
College Scholars and Honors Programs
Comparative Media Analysis and Practice Program
Digital Humanities Center
Maymester Abroad and Summer Courses
McTyiere International House
Master of Liberal Arts and Science Program
OUE Operating Budget
College Scholars and Honors Programs
Services and Supplies
Undergraduate travel awards
Provides faculty, student, and staff support for VU financial and expense tools
Assists in the hiring, supervision, and development of administrative personnel including workflow management and annual performance evaluations
Prepares and processes paperwork related to hiring employees
Serves as the Line Manager for staff and/or students
Works closely with HCM Specialist on hiring, payroll, and performance issues
This position reports directly to the Senior Administrative Officer and indirectly to the Dean of Undergraduate Education. The position has supervisory responsibility over OUE staff, and requires interaction with students, faculty, parents, and staff throughout the University.
Profile of an Ideal Candidate
An Associate's Degree or Bachelor's Degree from an accredited institution of higher education is necessary.
At least two years of directly related experience is necessary.
At least four years of directly related experience is highly preferred.
Strong organizational & analytical skills are required.
Resourceful and detail-oriented skills are required.
Excellent interpersonal written & oral communications skills are required.
Ability to plan, develop, and coordinate multiple projects is required.
Ability to work both as a member of a team & independently is required.
Microsoft Office proficiency (including Word and Excel) and Adobe Professional is necessary.
Commitment to Equity, Diversity and Inclusion
Vanderbilt University is committed to achieving the goal of a diverse and inclusive academic community of faculty, staff, and students. We seek individuals who are committed to this goal and our campus values.
Internal Number: 1902159
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.