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.
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Duties and Responsibilities
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 (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 department staff
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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
A Bachelor's degree from an accredited institution of higher education, or the equivalent in experience, is necessary.
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 ability to analyze and solve problems in a time-efficient manner, including planning developing & coordinating multiple projects, is necessary
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 human resource administration policies principles, practice is strongly preferred.
Knowledge of Vanderbilt University policies & procedures is strongly preferred.
Familiarity with Vanderbilt ERP [Oracle Cloud/SkyVU] as well as other VU systems 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: 10000666
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.