Hybrid Administrative Manager

at Vanderbilt University Medical Center

• Job title: Administrative Manager
• Job type: Full Time
• Experience level: Junior, Mid level
• Salary: Not specified
• Degree requirement: Bachelor's Degree
• Tech skills: Oracle
• Location requirements: Hybrid, Nashville, United States

About the role

• Administrative Manager responsible for managing expenses and supervising administrative staff at Vanderbilt University. This role requires complex decision-making and thorough knowledge of university policies.

Responsibilities

• Reviews and approves financial transactions for the Department in Oracle, including procurement requisitions, travel and entertainment expense reports, procurement card expense reports, and intercompany transactions.
• Maintains an extensive understanding of Vanderbilt’s Oracle financial system; maintains an extensive understanding of the institution’s chart of accounts and departmental use of optional segments and Project Portfolio Management (PPM) POET structure.
• Maintains an extensive understanding of the university’s expense and procurement policies. Establishes, communicates, and modifies departmental processes in response to changes or updates in policies and procedures.
• Works with Administrative Officer to evaluate the appropriateness of expenditures.
• Uses high attention to detail to ensure every component of a requisition or expense report is accurate prior to approval.
• Participates in recurring meetings, trainings and round table discussions to allow opportunities for Financial Unit Managers across campus to learn from each other.
• Works with the Administrative Officer to maintain and monitor annual budget.
• Provides faculty support for VU financial and expense tools.
• Hires and supervises the administrative specialist and handles annual performance evaluations.
• Responsible for reporting issues with the building and following up on work orders to resolve those issues.
• Makes arrangements for faculty office moves when needed.
• Manages building digital directory.
• Assists A&S Grants Manager and Administrative Officer with departmental grant support.
• Provides reports to Principal Investigators regarding sub-categories of expenses, as needed.

Requirements

• A Bachelor’s degree from an accredited institution of higher education is necessary.
• At least two years of directly related experience is necessary.
• At least four years of directly related experience is highly preferred.
• Strong interpersonal communication skills are necessary.
• Ability to use judgement to make administrative and procedural decisions is necessary.
• Ability to perform complex tasks and to prioritize multiple projects and competing deadlines is necessary.
• Ability to analyze and solve problems in a timely manner is necessary.
• Knowledge of grant policies and procedures is necessary.
• Knowledge of human resources administration policies and procedures is necessary.
• Knowledge of academic student policies, processes, and procedures is necessary.

Benefits

• Health insurance
• Retirement plans
• Paid time off
• Flexible work arrangements
• Professional development