Assistant Dean for Operations & Finance

Vanderbilt University•Nashville, TN

About The Position

The Chief Business Officer (CBO) leads Vanderbilt Law School’s financial and business operations, including daily business processes, budgeting, forecasting, financial reporting, financial modeling and analysis, strategic planning, human capital management, sponsored project administration, policy development and implementation, compliance and internal controls, and capital planning and budgeting. The CBO is a key advisor to the Dean on strategic, financial, human resource, and operational matters and serves as the Law School’s primary point of contact for financial and business operations. The role leads and facilitates collaboration with University offices, including Finance, People Culture and Belonging, General Counsel, Risk Management, Facilities, Development and Alumni Relations, and Vanderbilt University IT. The CBO leads the Law School’s Finance & Operations Administration team, which manages operations, finance, accounting, grants administration, and other business services while ensuring compliance with University policies and procedures, applicable laws, and sponsor guidelines. The position supervises the School’s finance and administrative team and has functional oversight of Personnel Services. Administratively, the role reports to the Assistant Vice Chancellor for Finance; functionally, it reports to the Dean of Vanderbilt Law School. The position oversees financial planning and reporting, capital planning, gift and endowment use, grants and contracts, accounting activities, internal controls, operational policies and processes, procurement and other transactions, and faculty funds. It also oversees human capital processes in collaboration with the Assistant Dean for Personnel Services and other University partners, including recruitment and retention, compensation, merit increases, personnel compliance, performance management, background clearance, and conflicts of interest.

Requirements

Bachelor’s degree in business, finance, economics, or a related field from an accredited institution.
At least 10 years of experience in strategic finance or operational leadership.
Strong financial acumen and analytical skills, including experience with budgeting, planning, and financial management.
Exceptional communication and interpersonal skills, with the ability to influence and lead across all levels.
High emotional intelligence and discretion, including the ability to navigate sensitive business and personnel matters calmly and confidentially.
Advanced proficiency with standard office software and enterprise resource management platforms such as Oracle or Workday.
Ability to think strategically and manage multiple accounts, evolving priorities, and strict deadlines in a rapidly changing environment.
Ability to identify important administrative and financial issues proactively and resolve them rapidly and effectively.
Ability to analyze information, draw conclusions, perform complex tasks, prioritize multiple projects, and make financial decisions.
Ability to drive change and implement process improvements.
Ability to form productive alliances and work persuasively with financial and non-financial administrators at all organizational levels.
Ability to bridge gaps and solve problems to reach solutions that meet stakeholder needs.
Proven ability to build relationships and work effectively with academic, professional, and support staff at all levels.
Curiosity and aptitude for identifying, leveraging, and analyzing data to support decision-making.

Nice To Haves

Master’s degree.
Degree or certification in accounting, finance, business administration, or a similar field.
Experience in strategic finance or operational leadership in a higher education environment.
Experience with sponsored project administration and familiarity with all phases of the grant award cycle, from pre-award through post-award and closeout, especially in higher education.

Responsibilities

Develop and manage the annual operating budget, monthly forecasts, management reporting, and quarterly budget variance analyses.
Analyze financial data and provide clear, actionable information to support budgeting and decision-making.
Develop the annual capital budget, plan capital project financing, and monitor capital expenditures.
Ensure effective use of gift and endowment funding in compliance with donor restrictions, and report periodically on utilization.
Collaborate with Development and Alumni Relations on donor agreements, gift and endowment accounting, and project management.
Oversee contract and grant administration, including expenditures, effort certification, cost-sharing, cost transfers, and grant closeout; collaborate with Research Finance on accounting, reporting, and compliance.
Plan, oversee, and manage programmatic revenue sources.
Review and approve general accounts receivable and deposit transactions.
Oversee monthly, quarterly, and year-end accounting, including accurate transaction classification and year-end accruals.
Implement and monitor internal controls for financial transactions, including segregation of duties, access controls, and review of financial results and budget variances.
Develop, implement, and improve operational policies, procedures, and business practices.
Train and coach administrators on financial and operational systems and procedures.
Drive organizational change and process improvements to increase effectiveness and efficiency.
Advise faculty and administrators, anticipate their needs, and identify and facilitate solutions to emerging or novel issues.
Review and approve procurement requests, employee expense reports, personnel transactions, retroactive cost transfers, and other transactions as appropriate.
Manage faculty fund projects, including setup, funding entries, and adjustments.
Coordinate oversight of the One Card program with Finance, including spending limits, policy enforcement, and transaction approvals.
Coordinate, review, and execute contracts, agreements, and memoranda of understanding with Purchasing, General Counsel, and the Provost’s Office as appropriate.
Collaborate with the Assistant Dean for Personnel Services to recruit, develop, and retain business and administrative professionals.
Cultivate a culture of collaboration, accountability, stewardship, compliance, and effective communication.
Review and approve job postings, salary quotes, promotions, reclassifications, and other personnel transactions while keeping headcount and funding consistent with School budget objectives.
Collaborate with the Dean on faculty recruitment, promotion, retention, and compensation.
Oversee implementation of faculty promotions, annual salary increases, retention adjustments, other compensation adjustments, and administrative salary supplements.
Oversee annual faculty and staff merit increase processes in collaboration with the Dean, Provost’s Office, Finance, and People Culture and Belonging.
Oversee complex personnel transactions and compliance with applicable statutory and Vanderbilt policies, including effort certification, wage and hour laws, income tax reporting, FMLA/TMLA, and ADAAA.
Collaborate with Personnel Services and People Culture and Belonging on staff performance management and disciplinary actions as appropriate.
Collaborate with Personnel Services and the Protection of Minors Office on background clearance policy and compliance.
Collaborate with Personnel Services and the University Conflicts Office on conflict-of-interest disclosures and conflict management plans.
Supervise the School’s finance and administrative team and provide functional oversight of Personnel Services.