Job Description
The Associate Administrative Officer is a key contributor on the Administrative Officer team within the Office of the Provost. This position supports 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 engages in financial unit management, administers payroll and personnel functions, supports procurement processes, and provides general guidance for staff, often performing in a liaison capacity.
The Associate Administrative Officer 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 Associate Administrative Officer ensures compliance with accounting principles, University policy, state and federal regulations, and audit requirements.
The Associate Administrative Officer will review and approve financial transactions for various areas reporting centrally to the Provost and will ensure that all transactions are recorded accurately. This position processes hiring, transfers, promotions, and end of employment transactions, and serves as a resource for time and absence reporting. Additionally, the Associate Administrative Officer assists hiring managers with the recruitment process, position reviews, and reclassifications.
The Administrative Officer team supports Office of the Provost leadership, including the Vice Provosts for Undergraduate Education, Graduate Education, University Enrollment Affairs, Student Affairs, Faculty Affairs, Research and Innovation, Career Advancement and Engagement, and Arts and Libraries. This position will provide primary support for the Vice Provosts for Graduate Education and University Enrollment Affairs; and ancillary support for the Vice Provost for Student Affairs and other Vice Provosts as needed.
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 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;
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.
Ensures 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 to ensure that all expenditures are evaluated to assess impact on departmental operational needs and financial goals.
Works with the CBO on annual budget development and quarterly forecasts.
Analyzes quarterly financial reporting to support departmental fiscal management.
Prepares journal entries for quarter-end close.
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 financial data.
Analyzes and processes complex transactions with forethought to implications and required communications.
Performs other duties on the HR spectrum as assigned.
General Administrative Operations
Improves processes and procedures; analyzes and streamlines business processes.
Builds and maintains strong working relationships with team members and key constituents.
Establishes, communicates, and modifies departmental processes in response to changes in university policies and procedures.
Participates in recurring meetings, trainings and round table discussions to enrich the experience and resources available to staff.
Maintain an understanding of institutional and departmental financial policies related to areas such as travel, procurement, expense, and time reporting to ensure compliance and proper stewardship of university resources.
Demonstrates a willingness to support colleagues to encourage the implementation or fulfillment of strategic goals and priorities.
Other miscellaneous administrative, financial and HR related tasks as assigned.
A Bachelor’s degree from an accredited institution of higher education is required
Degree in Finance or Accounting is preferred
Minimum of 2 years of related experience is required
Expertise in Excel, Word and PowerPoint
Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community
Demonstrated ability to work in an environment requiring strong attention to detail is necessary
Demonstrated ability to work both independently and in a highly collaborative setting is necessary
Aptitude to solve problems in a timely manner and prioritize responsibilities appropriately is necessary
Excellent communication and interpersonal skills are necessary
Professionalism, maturity, and experience with the prudent handling of confidential and highly sensitive information is necessary
Skill in organizing resources and establishing priorities is necessary
Demonstrates a continuous improvement mindset; ability to identify efficiencies is preferred
Experience with Oracle or similar ERP systems, and familiarity with Vanderbilt policies and procedures is preferred
Knowledge of not-for-profit auditing policies, standards, and procedures is preferred
Ability to effectively communicate accounting information, policies, and/or procedures in a manner easily understood by the customer is preferred
