Administrative Officer - Divinity School

Position Summary:

The Administrative Officer is part of the finance team for the Vanderbilt Divinity School and is a key individual contributor responsible for the day-to-day operations of finance functions serving as a Financial Unit Manager (FUM) in the Oracle Cloud administrative system. This position provides financial unit management, and general guidance and assistance for staff and faculty, performing in a liaison capacity. Reporting to the Chief Business Officer, the Administrative Officer interacts regularly with the faculty and staff in the Divinity School, and with other FUMs across campus. Working closely with the Chief Business Officer, this position monitors systems and procedures to ensure compliance with accounting principles, University, State, and Federal regulations, and audit requirements, and serves as a key departmental contact and expert on Vanderbilt policy and process questions. 

The Administrative Officer reviews and approves all financial transactions for the Divinity School, including procurement requisitions, expense reimbursements, procurement card expenses, and intercompany transactions, and ensures that all transactions are recorded accurately and are in compliance with applicable university and departmental policies. This position maintains in-depth knowledge of GAAP accounting principles and legal requirements related to day-to-day management of institutional funds, reducing legal risks and ensuring regulatory compliance. This position tracks actuals activities against budgets, performs account reconciliations, and supports forecasting efforts. The Administrative Officer integrates multiple sources of policy, financial, and operational information to resolve issues and support decision making in a dynamic, high volume administrative setting. This position also performs essential operational and project management assignments as assigned. The Administrative Officer requires strong technical skills, communication, and problem-solving abilities, with high attention to detail in a fast-paced environment. 

About the Work Unit:

About the Divinity School:

The Divinity School administrators and staff comprise a team committed to excellence in theological education. From different composite areas: admissions, community life, academics, special programming, communications, theological and religious library resources, and development and alumni relations, each person contributes to an innovative and collegial environment. The unit as a whole is committed to the mission of both the University and the Divinity School. We seek to lead the nation in the care, preparation, and professional qualification of our students to the religious and theological professions.

In a global and multi-religious world, the Divinity school seeks to fulfill the following objectives:

• to engage in theological inquiry;
• to help persons prepare for the practice of Christian ministry and public leadership;
• to encourage personal and spiritual formation;
• to prepare agents of social justice; and
• to educate future scholars and teachers, locally and globally.

Key Functions and Expected Performance:

Financial Unit Manager (45%)

• Reviews, approves, and monitors all financial transactions for Divinity, ensuring accuracy, compliance, and alignment with available funding and budget constraints. Maintains deep knowledge of Vanderbilt financial systems, chart of accounts, POET structure, and institutional policies to ensure accurate financial management and compliance. 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.
• Applies analytical reasoning to assess the financial impact of purchases, contracts, and programmatic decisions, ensuring alignment with departmental goals and fiscal responsibility.
• Evaluates all financial activity with a focus on maintaining budget integrity, ensuring that approved transactions do not result in deficit spending or misalignment with funding sources.
• 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, ensuring that all expenditures are evaluated to assess impact on departmental operational needs and financial goals.
• Reconciles and actively monitors all operating expenditures, ensuring alignment with approved budgets and proactively identifying potential deficits or overspending risks.
• Tracks and monitors faculty fund spending, provides balances and transaction details, and partners with faculty to develop and