The HCM Specialist/Executive Assistant is part of the Office of Housing and Residential Experience (OHARE) in the Dean of Students at Vanderbilt University and is a key individual contributor responsible for serving as the HCM Specialist for all student staff in OHARE. This involves the Oracle functions regarding hiring, termination, and pay of 250 student staff for the Department of Residential Experience. This position is responsible for administrative processes for the Senior Director of the Department. There is ongoing contact with the Senior Director and Assistant Director for Selection and Training to process and maintain the student staff roster. This position reports directly to the Senior Director of Residential Experience, and partners with the Senior Directors, Directors, and Assistant Directors in OHARE. Additional departments who are collaborated with are ISSS, and HR, specifically Student Employment.
The HCM Specialist/Executive Assistant will process all detailed information to hire student staff for Residential Experience. This includes Graduate Area Coordinators, Head Residents, Resident Advisors, Front Desk Assistants and Student Resource Assistants. The process involves collecting hire information from each student, assist with questions regarding student employment, and pay statements. The position also processes administration functions for the Senior Director of Residential Experience.
The Office of Housing and Residential Experience provides safe, secure, comfortable, accessible and healthy housing for its residents. Programming for residents builds communities in which students' social needs for belonging, friendship, recognition, respect and dignity are met. These communities' foster learning, personal development, academic achievement, and successful transitions for both new students and graduates.
The Office of the Dean of Students serves a central role in student learning and development at Vanderbilt, advancing the University's mission of teaching, research, and service by fostering academic and social networks through which students develop as intentional learners and global citizens. The Office of the Dean of Students creates opportunities to involve students, faculty and staff in diverse learning communities and provides a critical support structure for enriching the overall student experience. We achieve these ends through strategic alignment, both internally and in concert with other university departments. We care deeply. We educate completely. We lead with excellence. Diversity, equity, inclusion, and mental health are top priorities for the institution and by extension the offices of the Dean of Students. Our staff are committed to continued growth in knowledge, awareness, skills, and experience engaging with these priorities in a higher education environment.
Duties and Responsibilities
HCM Specialist for OHARE
Functions as the primary HCM Specialist for approximately 250 student workers for all Housing Work Units.
Processes hires, assignment updates, cost allocation changes, timesheet corrections, and other HCM actions for all Housing student workers.
Maintains an extensive understanding of Oracle HCM processes, actively participates in ongoing training, and helps identify department process improvements related to HCM transactions.
Regularly reviews Oracle reporting to monitor HCM activity and identify issues requiring the attention of Senior Director and Chief Business Officer.
Serves as an area resource on HCM questions including advising and assisting students and staff on completing routine HR processes such as timecards and self-service transactions.
Maintains an extensive understanding of University HR and Student Employment policies, advises students and staff on policy questions, and assists in ensuring policies are followed in processing HCM transactions.
Approaches questions and concerns from staff and students with courtesy and an emphasis on customer service; ensures that inquiries are handled quickly and resolution is communicated timely.
Maintains an awareness of HR deadlines and related employee impact.
Accepts responsibility, addresses problems, and monitors unresolved issues and requests assistance as needed to ensure timely resolution.
Exhibits absolute discretion with highly sensitive and confidential HR and payroll information.
Administrative Support for Residential Experience Leadership
Manages office calendars for Senior Director of Housing and Residential Experience.
Coordinates logistical details for Senior Director including meetings, interviews, and travel arrangements.
Receives and handles incoming calls and emails from parents, campus partners, and students.
Maintains roster of all Residential Experience staff.
Processes confidential and sensitive information.
Office Support for OHARE
Completes departmental purchases using the One Card and the Oracle Purchasing Module; ensures purchases and related reporting are processed timely and accurately in Oracle and in accordance with University and departmental policies; also assists student staff with completing expense reports in Oracle for travel or other reimbursements.
Serves as the Guest Travel Coordinator for OHARE including organizing and booking all travel for recruits, guests, and visitors.
Manages OHARE Guest Apartments.
Provides support for various OHARE events and projects.
Works with OHARE management to compile information and prepare special reports as needed.
An Associate's degree from an accredited institution of higher education is necessary.
Strong written and verbal communication skills are preferred.
Experience working with budget management is preferred.
Experience working in Oracle is preferred.
Advanced experience with Microsoft Office Suite: Word, Outlook, Excel, Publisher, Power Point, and Adobe Photoshop is preferred.
Strong organizational skills/ability to handle multiple tasks simultaneously is preferred.
Understanding of University Housing and Residential Education programs is preferred.
Ability to work effectively with students from diverse backgrounds attending highly selective institutions with a broad range of campus groups, departments, and organizations is preferred.
Strong interpersonal and customer service skills including ability to develop and cultivate professional relationships is preferred.
Professional and team-focused attitude and ability is preferred.
Ability to operate a personal computer and various software programs is preferred.
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: 10001011
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.