Associate Administrative Officer

Vanderbilt University•Nashville, TN

About The Position

The Associate Administrative Officer is an integral part of the Vanderbilt School of Engineering Deans Office (VUSE). This position will serve as a liaison between the School’s Work Units and the School Dean’s Office as well as support for those in administrative lead positions. As an Associate Administrative Officer, this position reviews and processes all Human Capital Management transactions for various work units within the School of Engineering. Duties require a strong exercise of independent judgment, attention to detail, initiative, and the ability to make decisions relative to the school’s operations and academic mission. The position will function with a high degree of understanding of university life, policies, and procedures. The Vanderbilt School of Engineering is internationally recognized for the superior quality of its research and education programs in selected fields of engineering. The school prepares students to become leaders and innovators in solving increasingly challenging and significant problems. The school strives to meet the undergraduate education portion of its mission by offering these degree programs in fields of engineering relevant to the needs of society. An objective of these programs is to provide a technical education integrated with strong humanities, fine arts, and social sciences subject matter to provide the requisite foundation for life-long learning. The availability of second majors and minors in subject areas in other schools and colleges of the university increases opportunities for engineering students to enhance their education by pursuing studies in the non-technical disciplines.

Requirements

Bachelor’s degree is necessary.
3 years’ experience in a deadline-driven position is necessary.
Meticulous attention to detail and auditing skills is necessary.
Strong organization and communication skills is necessary.
Strong data processing skills, with minimal errors is necessary.

Nice To Haves

Human Resources or Management degree is preferred.
Master’s degree is preferred.
Strong typing and 10-key skills is preferred.
Vanderbilt experience and Oracle experience is preferred.
Finance knowledge/experience is preferred.
Intermediate Excel skills is preferred.

Responsibilities

Serve as a resource and point person for new work unit positions and replacements for assigned work units, including candidate review and response, strategy sessions, social media posts, and working with talent central on references, verbal, and formal offers.
Onboard faculty, staff, postdocs, and interns/visitors.
Develop and manage personnel administration, serving in a Human Capital Management (HCM) specialist role for assigned work units.
Display an awareness of and urgency around meeting hard deadlines.
Maintain confidential personnel records for professional and non-professional staff.
Work with lead administrative staff to update HR information in Oracle.
Review staff and student payroll on a monthly basis to confirm accuracy.
Review faculty titles and payroll on a quarterly basis to confirm accuracy.
Possess and develop expertise in faculty and staff HR life cycle, from onboarding to retirement.
Advise faculty and staff on routine HR processes and identify more complex situations requiring the involvement of the business officer or HR administrator for the school.
Assist employees with self-service transactions, as needed.
Identify and understand the connections between policies and procedures and their impact on employees, communicating in advance of any impact.
Maintain an extensive understanding of Oracle HR functions and related connections with Oracle financial functions.
Enter routine and additional payroll elements.
Serve as the area resource on absence reporting.
Interpret and communicate policies and procedures established at School and University levels to departmental staff.
Understand and process paid and unpaid leaves for both faculty and staff, award compensations for faculty, staff, and students, non-employment/stipend assignments, and expense assignments.
Prepare reports as needed for review.
Assist with annual performance reviews and staff raises for VUSE.
Assist with FMLA transactions.
Provide backup for HCM transactions.
Assist with payroll issues.
Resource departmental administrator positions (graduate program coordinators, administrative managers, and similar roles).
Develop VUSE procedures with departmental input.
Hold Open Office Hours/Labs.
Have a thorough understanding of systems, processing, and procedures.
Train personnel in departmental systems and procedures.
Build and maintain strong working relationships both within the school and with centralized Human Resources team members.
Develop, interpret, and implement procedures for general departmental function, assuring that all policies conform to university guidelines.
Provide support for other HCM’s within VUSE.
Work independently on projects.
Initiate and lead efforts to achieve effective communication with VUSE work units.
Participate in recurring meetings and trainings to stay up-to-date on all school and institutional policies/procedures and to disseminate new information to work units.
Adapt easily to changes in technology and process.
Have a “get the job done” attitude; accept responsibility; address problems rather than allowing unresolved issues to linger; model willingness to contribute above and beyond the call of duty.
Display self-awareness and feel comfortable asking for help/guidance when needed.
Be self-driven and work independently with minimal oversight/instruction.
Assist with VUSE Staff Resource/Faculty Resource webpage, One notebook, and teams.
Support HR/People Operations initiatives (employee morale events, staff gatherings, etc.).
Perform other tasks as assigned.