The Administrative Manager is part of the Administration and Operations team within the Office of the Provost at Vanderbilt University and is a key individual contributor responsible for the day to day operations of human capital management and finance functions serving as a Financial Unit Manager (FUM) and Human Capital Manager (HCM) Specialist in the Oracle Cloud administrative system. 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 Director of Academic Administration and Operations and Chief of Staff to the Provost and Vice Chancellor for Academic Affairs , the Administrative Manager interacts regularly with staff in the Office of the Provost and its reporting offices, and with other FUMs and HCMs across campus. Working closely with the Chief Business Officers, the Administrative Manager 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 Administrative Manager will review and approve all financial transactions for various areas reporting centrally to the Provost 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 Administrative Manager assists hiring managers with the recruitment process, position reviews, and reclassifications.
The Office of the Provost works closely with the chancellor and other vice chancellors to fulfill the university's mission.
Embrace the benefits of broad-based liberal education within a highly active research environment;
Promote values of scholarship, leadership, and collegiality in the pursuit of excellence in discovery and service within an engaged living-learning campus community;
Educate the whole student to prepare each to be active citizens that engage, question and forge positive change in our world;
Foster an inclusive environment that embraces diversity, providing all qualified undergraduate students with equal access to a Vanderbilt education regardless of socio-economic status;
Leverage One Vanderbilt , a uniquely synergistic collection of 10 colleges and schools on a geographically central university campus.
The Administration and Operations team supports central leadership and their units reporting to the Provost including: Vice Provost for Academic Affairs and Dean of Residential Faculty, Vice Provost for University Enrollment Affairs and Dean of Admissions and Financial Aid, Vice Provost for Faculty Affairs, Vice Provost for Research, and Vice Provost for Academic Advancement and Executive Director of the Provost's Office for Inclusive Excellence.
Duties and Responsibilities
Financial Unit Management
Reviews and approves financial transactions for assigned financial unit(s) in the Oracle Cloud system, including procurement requisitions, expense reports (including travel and entertainment), and procurement card expense reports.
Maintains an extensive understanding of the university's chart of accounts and departmental use of Project Portfolio Management POET structure as well as travel and procurement policies.
Maintains extensive understanding of institutional and departmental policies. Uses excellent 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. Adopts best practices in the review and management of financial resources addressing any needed changes or adjustments in a timely manner.
Maintains big picture perspective in order to ensure that all expenditures are evaluated to assess impact on departmental operational needs and financial goals.
Serves as the key trainer to various Provost units on Oracle Cloud systems and processes.
Human Capital Management
Deep understanding of the staff HR life cycle from onboarding to retirement.
Advises on routine HR processes and identifies more complex situations that require the involvement of others.
Assists employees with self-service transactions, as needed.
Maintains an extensive understanding of HR functions in Oracle and related connections with Oracle Financials.
Analyzes and processes complex transactions with forethought to implications and required communications.
Performs other duties on the HR spectrum as assigned.
A Bachelor's degree from an accredited institution of higher education is necessary
At least 5 years of directly comparable experience is necessary
Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
Ability to make administrative/procedural decisions and judgments.
Organizing and coordinating skills.
Ability to perform complex tasks and to prioritize multiple projects.
Records maintenance skills.
Ability to prepare research reports and proposals.
Ability to provide technical advice and information to staff in area of expertise.
Ability to analyze budgetary line items for compliance with budget guidelines.
Ability to communicate effectively, both orally and in writing.
Commitment to Equity, Diversity, and Inclusion
At Vanderbilt University, we are intentional about and assume accountability for fostering advancement and respect for equity, diversity, and inclusion for all students, faculty, and staff. Our commitment to diversity makes us who we are. We have created a community that celebrates differences and lets individuality thrive. As part of this commitment, we actively value diversity in our workplace and learning environments as we seek to take advantage of the rich backgrounds and abilities of everyone. The diverse voices of Vanderbilt represent an invaluable resource for the University in its efforts to fulfill its mission and strive to be an example of excellence in higher education.
Vanderbilt University is an equal opportunity, affirmative action employer. Women, minorities, people with disabilities, and protected veterans are encouraged to apply.
Please note, all candidates selected for an offer of employment are subject to pre-employment background checks, which may include but are not limited to, based on the role for which they have been selected: criminal history, education verification, social media review, motor vehicle records, credit history, and professional license verification.
Internal Number: 10000243
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.