The Administrative Officer is the lead administrator for the Peabody College Department of Leadership Policy and Organizations at Vanderbilt University and is a key financial manager responsible for providing excellent leadership in the areas of budget, grants, payroll/personnel, and business operations for the department. The Administrative Officer serves as Financial Unit Manager (FUM) for the department. Reporting operationally to the department chair and administratively to the Director of Finance and Administration, the Administrative Officer works with a broad spectrum of constituents, including the Dean's Office, faculty, department administrators, program directors, staff, central administrative offices, consultants, and vendors.
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 develo pment. 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, lea ders, 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.
Duties and Responsibilities
Financial Unit Manager:
Reviews and approves a high volume of purchases, payment requests, and employee expense reports. (Approximately $750k of non-payroll expenses annually.)
Oversees a grant portfolio totaling approximately $2.5MM of expenditures per year, including numerous training grants and a vibrant, growing research enterprise.
Rejects inappropriate, incomplete, or erroneous payment requests, seeking additional information or clarification where needed.
Provides consulting and guidance to employees on Oracle, the payment process, and University policies and procedures. Sometimes requires tactful, delicate interaction with faculty members and/or coaching/mentoring of administrative staff.
Reviews contracts, invoices, and other legal and financial documents for appropriateness, accuracy, and completeness.
Oversees faculty, staff, and student payroll and personnel matters for a departmental workforce of approximately 170 faculty, staff, and students.
Provides consulting and guidance to department administrators on payroll, employee, and position management issues.
Financial and Operational Analysis:
Performs monthly budget vs. actual financial review, as needed.
Analyzes financial data, reconciles, and projects revenue and expenditures for department, grant, gift, endowment, and other project budgets.
Shepherds certain contracts and consulting agreements through procurement process and reviews/manages the business relationship during performance and invoicing.
Department Management and Compliance:
Maintains knowledge of all VU, Peabody, and departmental policies and procedures.
Coaches and mentors administrative and program staff on expenditure issues and policies.
Coordinates, leads, and participates in occasional staff training on financial and policy topics.
This position has supervisory responsibility for staff members and student workers. The position reports functionally to the Chair of the Department of Leadership Policy and Organizations and administratively to the Director of Finance and Administration.
A Bachelor's degree from an accredited institution of higher education is necessary.
A Master's degree from an accredited institution of higher education is preferred.
A CPA/CMA certificate is preferred.
A degree in accounting, finance, business administration, or simila ris strongly preferred.
At least five years of directly comparable experience is necessary.
Strong interpersonal and communication skills, both oral and written, are necessary.
Ability to work effectively with a wide range of constituencies in a diverse community is necessary.
Accurate data entry and records maintenance skills are necessary.
Knowledge of university and/or public accounting and auditing policies, standards, and procedures is necessary.
Strong Microsoft Office skills are necessary, especially Word and Excel.
Data management and analysis skills are necessary.
Ability to analyze budgetary expenditures for compliance with approved budget is necessary.
Oracle Cloud, Smart View, PBCS, and similar ERP system experience is strongly 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: 10001004
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.