Associate Administrative Officer

Vanderbilt University•Nashville, TN

5d•Onsite

About The Position

The Associate Administrative Officer is an integral part of the Vanderbilt School of Engineering Dean’s 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.

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 liaison between the School’s Work Units and the School Dean’s Office.
Support administrative lead positions.
Review and process all Human Capital Management (HCM) transactions for various work units.
Act as a resource and point person for new work unit positions and replacements.
Review candidate applications and respond in a timely manner.
Participate in strategy sessions and create social media posts for recruitment.
Work with talent central on references, verbal, and formal offers.
Onboard faculty, staff, postdocs, and interns/visitors.
Serve in a Human Capital Management (HCM) specialist role for assigned work units.
Maintain confidential personnel records for professional and non-professional staff.
Update HR information in Oracle.
Review staff and student payroll monthly to confirm accuracy.
Review faculty titles and payroll quarterly to confirm accuracy.
Develop and possess expertise in the faculty and staff HR life cycle, from onboarding to retirement.
Advise faculty and staff on routine HR processes and identify complex situations requiring involvement of the business officer or HR administrator.
Assist employees with self-service transactions.
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.
Process paid and unpaid leaves for both faculty and staff.
Process award compensations for faculty, staff, and students.
Process non-employment/stipend assignments.
Process 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.
Develop VUSE procedures with departmental input.
Hold Open Office Hours/Labs for departmental administrators.
Train personnel in departmental systems and procedures.
Build and maintain strong working relationships 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 updated on policies/procedures and disseminate new information.
Adapt easily to changes in technology and process.
Accept responsibility, address problems, and model willingness to contribute above and beyond the call of duty.
Display self-awareness and ask for help/guidance when needed.
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.