Administrative Manager

Job Description

The Administrative Manager is part of Garland Hall, in the College of Arts and Science, at Vanderbilt University, and is responsible for managing expenses within the departments. The Administrative Manager reports directly to the Building Manager.  This position supervises key staff in Garland Hall. The Administrative Manager performs complex administrative duties requiring high-level decision-making skills and sound judgement.  The position requires a thorough understanding of University policies and procedures. 

  Duties and Responsibilities 

Financial Unit Management

• 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 Building Manager 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.

Department Budget & Finance

• Works with the Building Manager to maintain and monitor annual budget.
• Provides faculty support for VU financial and expense tools.

Employee Management

• Hires and supervises the administrative specialist and handles annual performance evaluations.

Facilities Management

• 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 

Grant Management

• Assists A&S Grants Manager and Building Manager with departmental grant support.
• Provides reports to Principal Investigators regarding sub-categories of expenses, as needed.

Other duties, as assigned.

Supervisory Relationships:

The position has supervisory responsibility over the Administrative Specialist position. This position reports administratively and functionally to the Building Manager.

 

Qualifications

 Education and Certifications:

• A Bachelor’s degree from an accredited institution of higher education is necessary.

Experience and Skills:

• 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.

 

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.

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