Associate Administrative Officer (10008568)

Job Description

The Associate Administrative Officer is a key contributor on
the Administrative Officer team within the Office of the Provost. This position supports the day-to-day operations of human capital
management and finance functions, serving as a Financial Unit Manager (FUM) and Human Capital Manager (HCM) Specialist in the Oracle Cloud
administrative system. This position engages in financial unit management, administers payroll and personnel functions, supports procurement
processes, and provides general guidance for staff, often performing in a liaison capacity.

The Associate Administrative Officer
interacts regularly with staff in the Office of the Provost and its reporting offices, and with other FUMs and HCMs across campus. Working
closely with the Chief Business Officers, the Associate Administrative Officer ensures compliance with accounting principles, University
policy, state and federal regulations, and audit requirements.

The Associate Administrative Officer will review and approve financial
transactions for various areas reporting centrally to the Provost and will ensure that all transactions are recorded accurately. This
position processes hiring, transfers, promotions, and end of employment transactions, and serves as a resource for time and absence
reporting. Additionally, the Associate Administrative Officer assists hiring managers with the recruitment process, position reviews, and
reclassifications.

The Administrative Officer team supports Office of the Provost leadership, including the Vice Provosts for
Undergraduate Education, Graduate Education, University Enrollment Affairs, Student Affairs, Faculty Affairs, Research and Innovation,
Career Advancement and Engagement, and Arts and Libraries. This position will provide primary support for the Vice Provosts for Graduate
Education and University Enrollment Affairs; and ancillary support for the Vice Provost for Student Affairs and other Vice Provosts as
needed.

The Office of the Provost works closely with the chancellor and other vice chancellors to fulfill the university’s
mission.

• Embrace the benefits of broad-based education within a highly active research environment;
• Promote values of
  scholarship, leadership, and collegiality in the pursuit of excellence in discovery and service within an engaged living-learning campus
  community;
• Educate the whole student to prepare each to be active citizens that engage, question and forge positive change in our
  world;
• Foster an inclusive environment that embraces diversity, providing all qualified undergraduate students with equal access to
  a Vanderbilt education regardless of socio-economic status;

Duties and Responsibilities

Financial
Unit Management

• Reviews and approves financial transactions for assigned financial unit(s) in the Oracle Cloud system,
  including procurement requisitions, expense reports (including travel and entertainment), and procurement card expense
  reports.
• Maintains an extensive understanding of the university’s chart of accounts and departmental use of Project Portfolio
  Management POET structure, as well as travel and procurement policies.
• Maintains extensive understanding of institutional and
  departmental policies.
• Uses excellent professional judgment and integrity to evaluate the appropriateness of expenditures and
  possesses the maturity and confidence to address questionable transactions either directly or by escalating them, if needed.
• Ensures
  every component of a requisition or expense report is accurate prior to approval.
• Adopts best practices in the review and management
  of financial resources, addressing any needed changes or adjustments in a timely manner.
• Maintains big picture perspective to ensure
  that all expenditures are evaluated to assess impact on departmental operational needs and financial goals.
• Works with the CBO on
  annual budget development and quarterly forecasts.
• Analyzes quarterly financial reporting to support departmental fiscal
  management.
• Prepares journal entries for quarter-end close.

Human Capital Management

• Deep
  understanding of the staff HR life cycle from onboarding to retirement.
• Advises on routine HR processes and identifies more complex
  situations that require the involvement of others.
• Assists employees with self-service transactions, as needed.
• Maintains an
  extensive understanding of HR functions in Oracle and related connections with Oracle financial data.
• Analyzes and processes complex
  transactions with forethought to implications and required communications.
• Performs other duties on the HR spectrum as
  assigned.

General Administrative Operations

• Improves processes and procedures; analyzes and streamlines
  business processes.
• Builds and maintains strong working relationships with team members and key constituents.
• Establishes,
  communicates, and modifies departmental processes in response to changes in university policies and procedures.
• Participates in
  recurring meetings, trainings and round table discussions to enrich the experience and resources available to staff.
• Maintain an
  understanding of institutional and departmental financial policies related to areas such as travel, procurement, expense, and time reporting
  to ensure compliance and proper stewardship of university resources.
• Demonstrates a willingness to support colleagues to encourage
  the implementation or fulfillment of strategic goals and priorities.
• Other miscellaneous administrative, financial and HR related
  tasks as assigned.

Qualifications

• A Bachelor’s degree from an accredited institution of higher education
  is required
• Degree in Finance or Accounting is preferred
• Minimum of 2 years of related experience is
  required
• Expertise in Excel, Word and PowerPoint
• Strong interpersonal and communication skills and the ability to work
  effectively with a wide range of constituencies in a diverse community
• Demonstrated ability to work in an environment requiring
  strong attention to detail is necessary
• Demonstrated ability to work both independently and in a highly collaborative setting is
  necessary
• Aptitude to solve problems in a timely manner and prioritize responsibilities appropriately is necessary
• Excellent
  communication and interpersonal skills are necessary
• Professionalism, maturity, and experience with the prudent handling of
  confidential and highly sensitive information is necessary
• Skill in organizing resources and establishing priorities is
  necessary
• Demonstrates a continuous improvement mindset; ability to identify efficiencies is preferred
• Experience with
  Oracle or similar ERP systems, and familiarity with Vanderbilt policies and procedures is preferred
• Knowledge of not-for-profit
  auditing policies, standards, and procedures is preferred
• Ability to effectively communicate accounting information, policies,
  and/or procedures in a manner easily understood by the customer is preferred

Required Skills

• Budgeting –
  VU
• Business Analysis – VU
• Business Process Improvement – VU
• Data Reporting – VU
• Forecasting – VU
• Project Management – VU
• Quality Assurance – VU
• Risk Management – VU
• Stakeholder Management – VU
• Strategic Planning – VU

About Us

At Vanderbilt University , our work – regardless of title or role – is in service to an important and noble mission in
which every member of our community serves in advancing knowledge and transforming lives on a daily basis. Located in Nashville, Tennessee, on a 330+ acre campus and arboretum dating back to 1873, Vanderbilt is proud to have been
named as one of “America’s Best Large Employers” as well as a top employer in Tennessee and the Nashville metropolitan area by Forbes for
several years running. We welcome those who are interested in learning and growing professionally with an employer that strives to create,
foster and sustain opportunities as an employer of choice.

We understand you have a choice when choosing where to work and pursue a
career. We understand you are unique and have a story. We want to hear it. We encourage you to apply today so that you might become a part
of our story.

Vanderbilt University is an equal-opportunity employer. All qualified applicants will receive consideration for
employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a
protected veteran, or any other characteristic protected by law.

Job Info

• Job Identification 10008568
• Posting Date 07/09/2026, 10:13 AM
• Locations Nashville, TN, United States (On-site)
• Job Schedule Full time
• Job Category University Administration
• Job Function Business Administration
• Management Level Individual
  Contributor 2

Tagged as: Employment

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