Senior Manager, Business Operations

Vanderbilt University•Nashville, TN

About The Position

The Senior Manager, Business Operations coordinates and manages the administrative, financial, communications, and event-services functions of Vanderbilt University Parking & Commuter Services. Reporting to the Senior Director of Parking & Commuter Services, this role supports daily business operations and internal processes to promote efficient service delivery. The Senior Manager serves as the department's Financial Unit Manager (FUM) and supports administration of its $12.7 million annual operating budget in collaboration with OCN Finance. The role also leads the event parking team, develops and manages a student employment staffing model, coordinates departmental communications, oversees vendor-related administrative activities, and supports business process improvements. The position collaborates with departmental leadership, OCN shared services, and university partners to support parking, transportation, mobility, enforcement, and customer-service operations. The role directly supervises the event parking team and manages the student employment staffing model. It oversees budget monitoring and financial transactions, reporting, procurement and vendor administration, and departmental records and processes. It also coordinates event parking services and customer-facing communications, and identifies opportunities to improve operational efficiency and customer service. Occasional work outside normal business hours may be needed for major university events, significant operational activities, or time-sensitive communications.

Requirements

Bachelor's degree in business administration, finance, accounting, management, public administration, communications, hospitality/event management, higher education administration, or a related field; relevant progressively responsible experience may be considered in lieu of education.
Seven or more years of progressively responsible experience in business operations, financial administration, auxiliary services, higher education administration, event operations, or a related operational environment.
Experience supporting departmental budget administration and financial reporting.
Experience preparing and interpreting financial and operational information to support leadership and decision-making.
Working knowledge of budgeting, financial controls, procurement, contracts, administrative processes, and general business-management practices.
Experience coordinating complex events, programs, projects, or operational initiatives involving multiple departments and stakeholders.
Demonstrated experience supervising employees, coordinating staff schedules, providing training, and managing performance.
Strong analytical and problem-solving skills.
Ability to manage multiple priorities and evolving business and operational issues while maintaining accuracy and meeting deadlines.
Advanced proficiency with Microsoft Excel and experience with enterprise financial, reporting, or business-management systems.
Experience administering vendor agreements, monitoring contract expenditures, reviewing invoices, and coordinating procurement activities in accordance with organizational policies.
Excellent written and verbal communication and relationship-building skills, including the ability to communicate effectively with senior leaders, faculty, staff, students, vendors, and other partners.
Ability and willingness to occasionally work outside normal business hours for major university events, significant operational activities, or time-sensitive communications.

Nice To Haves

Experience managing student employees or developing student employment programs.
Experience with Oracle Cloud.
Experience with parking-management, payment, or transportation systems such as T2, ParkMobile, or comparable platforms.
Experience developing dashboards and management reporting using Excel, Power BI, Tableau, or comparable technologies.

Responsibilities

Manage the event parking team, including day-to-day supervision, work assignments, scheduling, training, performance management, and operational guidance.
Develop, implement, and manage a student employment staffing model for event parking, including recruitment, onboarding, training, scheduling, supervision, and student employee development.
Establish operating procedures, service expectations, staffing plans, and training resources for event parking personnel and student employees.
Coordinate staffing and operational support for university events with departmental operations, Public Safety, Athletics, Facilities, event organizers, and other university partners.
Serve as a departmental resource for university partners seeking event parking and transportation services, coordinating service requirements, staffing, and logistics.
Maintain processes for event requests, service planning, pricing, agreements, billing, financial reconciliation, documentation, and performance reporting.
Monitor event-related financial transactions and coordinate with OCN Finance on billing, revenue tracking, and reconciliation.
Evaluate event staffing utilization, student employee participation, service delivery, and operational effectiveness to identify improvements.
Coordinate departmental communications with University Communications and OCN communications resources.
Develop and maintain customer-facing information about parking and transportation programs, permit sales, operational changes, major events, construction impacts, transportation disruptions, and policy changes.
Coordinate updates to departmental webpages, email communications, FAQs, forms, instructional materials, signage, and other communication channels.
Translate complex parking, transportation, financial, and operational information into clear communications for university audiences.
Review customer feedback, inquiries, and communication effectiveness to identify improvements to messaging and customer service.
Serve as the department's Financial Unit Manager, reviewing, approving, and monitoring financial transactions in accordance with university policies, procedures, and approval authority.
Coordinate departmental budget development, financial planning, forecasting, and monitoring of revenues and expenditures with the OCN financial team.
Prepare, review, and maintain financial reports, budget-to-actual comparisons, variance analyses, and other financial information with OCN Finance.
Monitor budgets and financial activity, identify discrepancies or unusual trends, and work with OCN Finance and departmental leadership to resolve issues.
Oversee and review vendor spending against approved budgets, contract terms, and financial procedures.
Review purchase requisitions, purchase orders, invoices, expense reports, and other transactions for documentation, account allocation, and policy compliance.
Monitor financial controls and university procedures, including transaction approvals, supporting documentation, and resolution of discrepancies.
Maintain financial records and supporting documentation and assist with audits and financial reporting requirements.
Use Oracle Cloud and departmental financial and operational systems to monitor transactions, retrieve financial information, and support recordkeeping.
Assist departmental leadership and OCN Finance with financial analyses, cost estimates, and business information for evaluating operational needs and proposed initiatives.
Coordinate departmental administrative processes and support consistent application of university policies and procedures.
Maintain business records, operational reports, contracts, and other departmental documentation.
Coordinate administration and review of vendor agreements and service contracts, including performance, renewals, service requirements, and expenditures.
Work with OCN Finance, University Procurement, and departmental leadership on financial oversight, documentation, and compliance with purchasing and contracting policies.
Review vendor invoices, recurring expenses, and purchasing activity to identify discrepancies, spending trends, cost savings, and operational efficiencies.
Identify, recommend, and implement approved improvements to financial and administrative processes with OCN shared services.
Organize financial and operational information, maintain records, and prepare routine reports for departmental leadership.
Collaborate with OCN Finance, People Operations, Operational Excellence, and Communications to support departmental needs and implement university and divisional processes.