Administrative Manager

Vanderbilt University • Nashville, TN

6d

About The Position

The Administrative Manager is part of Peabody Campus, in the College of Arts and Science, at Vanderbilt University, and is responsible for managing expenses within the departments. The Administrative Manager reports directly to the Administrative Officer. This position supervises administrative staff. The Administrative Manager performs complex administrative duties requiring high-level decision-making skills and sound judgement. The position requires a thorough understanding of University policies and procedures.

Requirements

• A Bachelor’s degree from an accredited institution of higher education is necessary.
• At least two years of directly related experience is necessary.
• Strong interpersonal communication skills are necessary.
• Ability to use judgement to make administrative and procedural decisions is necessary.
• Ability to perform complex tasks and to prioritize multiple projects and competing deadlines is necessary.
• Ability to analyze and solve problems in a timely manner is necessary.
• Knowledge of grant policies and procedures is necessary.
• Knowledge of human resources administration policies and procedures is necessary.
• Knowledge of academic student policies, processes, and procedures is necessary.

Nice To Haves

• At least four years of directly related experience is highly preferred.

Responsibilities

• Financial Unit Management Reviews and approves financial transactions for the Department in Oracle, including procurement requisitions, travel and entertainment expense reports, procurement card expense reports, and intercompany transactions.
• Maintains an extensive understanding of Vanderbilt’s Oracle financial system; maintains an extensive understanding of the institution’s chart of accounts and departmental use of optional segments and Project Portfolio Management (PPM) POET structure.
• Maintains an extensive understanding of the university’s expense and procurement policies.
• Establishes, communicates, and modifies departmental processes in response to changes or updates in policies and procedures.
• Works with Administrative Officer to evaluate the appropriateness of expenditures.
• Uses high attention to detail to ensure every component of a requisition or expense report is accurate prior to approval.
• Participates in recurring meetings, trainings and round table discussions to allow opportunities for Financial Unit Managers across campus to learn from each other.
• Works with the Administrative Officer to maintain and monitor annual budget.
• Provides faculty support for VU financial and expense tools.
• Hires and supervises the administrative specialist and handles annual performance evaluations.
• Responsible for reporting issues with the building and following up on work orders to resolve those issues
• Makes arrangements for faculty office moves when needed
• Manages building digital directory
• Assists A&S Grants Manager and Administrative Officer with departmental grant support.
• Provides reports to Principal Investigators regarding sub-categories of expenses, as needed.
• Other duties, as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Number of Employees: 1,001-5,000 employees