Administrative Officer, Student Affairs

Vanderbilt University•Nashville, TN

12h•Onsite

About The Position

The Administrative Officer is a key contributor on the finance team within Student Affairs and Vice Provost Finance & Administration (VPF&A). 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, prepares a variety of monthly financial reports, and provides general guidance for staff, often performing in a liaison capacity. As a FUM, the Administrative Officer will review and approve financial transactions for various areas within Student Affairs and will ensure that all transactions are recorded accurately. As an HCM, this position will process hiring, costing, end of employment and other HR transactions, and serves as a resource for time and absence reporting. The Administrative Officer will also assist with other operational and financial processes such as procurement, monthly reporting, and system training. The Administrative Officer interacts regularly with staff in Student Affairs, as well as with other FUMS and HCMs in VPF&A and across campus. Working closely with the Chief Business Officer (CBO), the Administrative Officer ensures compliance with accounting principles, University policy, state and federal regulations, and audit requirements.

Requirements

A bachelor’s degree from an accredited institution is necessary.
3 years of related experience is necessary.
Extensive knowledge and experience with Excel, Word and other Microsoft products is necessary.
Skill in organizing resources and establishing priorities is necessary.

Nice To Haves

A degree in finance, accounting, or similar focus is preferred.
Knowledge of finance, accounting, budgeting, and cost control procedures is preferred.
Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community is preferred.
Ability to analyze and interpret financial data and prepare financial reports, statements and/or projections is preferred.
Ability to effectively communicate accounting information, policies, and/or procedures is preferred.
Knowledge of not-for-profit auditing policies, standards, and procedures is preferred.

Responsibilities

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, as well as institutional and departmental financial policies and regularly participates in University and departmental training opportunities.
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.
Processes hires, assignment updates, cost allocation changes, timesheet corrections, and other HCM actions for student workers and professional staff.
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 the CBO.
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.
Prepares journal entries, creates internal billing, and completes departmental purchasing transactions as needed and in accordance with University and departmental policies.
Prepares recurring reports to assist in monitoring departmental activity and compliance in areas including student billing, travel, personnel, procurement and budgets.
Serves as an area resource for leadership, staff, and student questions about finance and business policies, systems, and processes including completing timecards, purchase requisitions, and expense reports.
Serves as backup support for Student Affairs and VPF&A Financial Unit Managers and provides additional backup support for completing Oracle transactions as needed.
Identifies, documents and communicates improvements to departmental processes as needed or in response to changes in university policies and procedures.
Builds and maintains strong working relationships with team members and key constituents.
Participates in recurring meetings, trainings, and other opportunities to enhance knowledge, skills, and better understand resources available to staff.
Other miscellaneous administrative, financial and HR related tasks as assigned.
Works with the other members of the Student Affairs and VPF&A Finance Team on projects, process improvements, and trainings for staff and students.
Serves on divisional committees and working groups to enrich the experience and resources available to staff across the division.
Participates in division wide events as needed to support colleagues and ensure these events run smoothly.
Maintains 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 across the division in order to encourage the implementation or fulfillment of divisional goals and strategic priorities.