Associate Administrative Officer

Vanderbilt University•Nashville, TN

23h

About The Position

The Associate Administrative Officer is a key member of the College of Connected Computing (CCC) at Vanderbilt University, responsible for managing and executing financial unit management (FUM) and human capital management (HCM) operations. Reporting to the Senior Associate Business Officer, this role ensures the accuracy, compliance, and efficiency of financial and HR processes across the College. This position serves as an operational partner to leadership, faculty, and staff, supporting day-to-day financial and personnel transactions while maintaining alignment with university policies and procedures. The role requires strong judgment, attention to detail, and the ability to manage complex administrative processes in a dynamic and rapidly evolving environment. The College of Connected Computing is Vanderbilt’s first new college in 40 years and is in the early stages of building its academic and administrative structure. The College advances interdisciplinary research and expands computing education through a “computing for all” approach. As CCC grows, the Business Office plays a critical role in supporting financial operations, workforce management, and administrative infrastructure. This position is essential to ensuring accurate, compliant, and efficient execution of financial and HR processes across the College.

Requirements

Bachelor’s degree from an accredited institution or an equivalent combination of education and relevant experience
4+ years of relevant experience with 2+ in financial operations or human resources, and administrative management
Experience working with Oracle financial and/or HCM systems
Knowledge of university financial, HR, and/or grant policies and procedures
Experience in higher education or a similarly complex organizational environment
Strong attention to detail and ability to manage complex processes with accuracy
Ability to prioritize multiple tasks and meet deadlines in a fast-paced environment
Strong analytical and problem-solving skills
Excellent interpersonal and communication skills
Ability to exercise sound judgment in administrative and procedural decision-making

Responsibilities

Review and approve financial transactions in Oracle, including procurement requisitions, travel and expense reports, procurement card activity, and intercompany transactions
Maintain strong working knowledge of Vanderbilt’s Oracle financial system, including chart of accounts and Project Portfolio Management (PPM) structures
Interpret and apply university expense and procurement policies; establish and communicate departmental processes in response to policy updates
Partner with the Senior Associate Business Officer to evaluate expenditures and ensure appropriate use of funds
Ensure accuracy, completeness, and compliance of all financial transactions prior to approval
Participate in university-wide FUM meetings, trainings, and roundtable discussions to remain current on policies and best practices
Partner with the Senior Associate Business Officer to monitor and maintain the College’s annual budget
Provide support and guidance to faculty and staff on financial tools, expense processes, and compliance requirements
Assist in identifying and resolving financial discrepancies or issues as they arise
Partner with the Director of People Operations to coordinate and execute Oracle HCM transactions across the employee lifecycle, including hires, rehires, job changes, transfers, and terminations for students, faculty, and staff
Initiate and manage transactions within Oracle HCM, ensuring data accuracy and adherence to established approval workflows
Monitor transaction status, proactively track approvals, and resolve errors or rejections to ensure timely completion
Serve as a key point of contact for departments, providing guidance on transaction entry, required documentation, and process timelines
Troubleshoot Oracle HCM issues in collaboration with HRIS and central HR teams to resolve discrepancies
Run and interpret Oracle HCM reports to support operational decision-making and leadership requests
Collaborate with Payroll, Benefits, and Finance teams to ensure accurate downstream processing of HCM transactions
Identify opportunities to improve HCM workflows and support continuous process improvement initiatives
Support CCC Grants Managers with departmental grant administration activities
Prepare and provide financial reports to Principal Investigators, as needed
Assist in ensuring compliance with grant-related financial policies and procedures
Contribute to the development and refinement of financial and HR processes to improve efficiency and consistency
Maintain documentation of processes, procedures, and best practices
Support special projects and additional duties as assigned