Vanderbilt University

Private research and higher education institution

Associate Administrative Officer

HR Operations & CoordinationConfirmed live in the last 24 hours

Full-timeNashville, TN, USANo salary listedIn-person

About the Job

Requirements

A bachelor's degree from an accredited institution or an equivalent combination of education and relevant experience.
At least 4 years of relevant experience, including at least 2 years in financial operations or human resources, and administrative management.
Experience working with Oracle financial and/or human capital management systems.
Knowledge of university financial, human resources, and/or grant policies and procedures.
Experience in higher education or a similarly complex organizational environment.
Strong attention to detail and the ability to manage complex processes accurately.
Ability to prioritize multiple tasks and meet deadlines in a fast-paced environment.
Strong analytical and problem-solving skills.
Excellent interpersonal and communication skills.
Ability to exercise sound judgment in administrative and procedural decision-making.

Responsibilities

Review and approve financial transactions in Oracle, including procurement requisitions, travel and expense reports, procurement card activity, and intercompany transactions.
Maintain working knowledge of Vanderbilt’s Oracle financial system, including chart of accounts and Project Portfolio Management structures.
Interpret and apply university expense and procurement policies, and establish and communicate departmental processes in response to policy updates.
Partner with the Senior Associate Business Officer to evaluate expenditures and ensure appropriate use of funds.
Ensure the accuracy, completeness, and compliance of financial transactions before approval.
Participate in university-wide financial unit management meetings, trainings, and roundtable discussions to stay current on policies and best practices.
Partner with the Finance team to monitor and maintain the College’s annual budget.
Provide faculty and staff with support and guidance on financial tools, expense processes, and compliance requirements.
Assist in identifying and resolving financial discrepancies or issues.
Coordinate and execute Oracle HCM transactions across the employee lifecycle, including hires, rehires, job changes, transfers, and terminations for students, faculty, and staff.
Initiate and manage transactions within Oracle HCM, ensuring data accuracy and adherence to established approval workflows.
Monitor transaction status, proactively track approvals, and resolve errors or rejections to ensure timely completion.
Provide departments with guidance on transaction entry, required documentation, and process timelines.
Troubleshoot Oracle HCM issues with HRIS and central HR teams to resolve discrepancies.
Run and interpret Oracle HCM reports to support operational decision-making and leadership requests.
Collaborate with Payroll, Benefits, and Finance teams to ensure accurate downstream processing of HCM transactions.
Identify opportunities to improve HCM workflows and support continuous process improvement initiatives.
Support CCC Grants Managers with departmental grant administration activities.
Prepare and provide financial reports to Principal Investigators as needed.
Assist in ensuring compliance with grant-related financial policies and procedures.
Contribute to the development and refinement of financial and HR processes to improve efficiency and consistency.
Maintain documentation of processes, procedures, and best practices.
Support special projects and perform additional duties as assigned.

Job Description

The Associate Administrative Officer is a key member of the College of Connected Computing (CCC) at Vanderbilt University, responsible for managing and executing financial unit management (FUM) and human capital management (HCM) operations. Reporting to the Director of People Operations, this role ensures the accuracy, compliance, and efficiency of financial and HR processes across the College.

This position serves as an operational partner to leadership, faculty, and staff, supporting day-to-day financial and personnel transactions while maintaining alignment with university policies and procedures. The role requires strong judgment, attention to detail, and the ability to manage complex administrative processes in a dynamic and rapidly evolving environment.

The College of Connected Computing is Vanderbilt’s first new college in 40 years and is in the early stages of building its academic and administrative structure. The College advances interdisciplinary research and expands computing education through a “computing for all” approach.

Duties and Responsibilities

Financial Unit Management (FUM)

Review and approve financial transactions in Oracle, including procurement requisitions, travel and expense reports, procurement card activity, and intercompany transactions
Maintain strong working knowledge of Vanderbilt’s Oracle financial system, including chart of accounts and Project Portfolio Management (PPM) structures
Interpret and apply university expense and procurement policies; establish and communicate departmental processes in response to policy updates
Partner with the Senior Associate Business Officer to evaluate expenditures and ensure appropriate use of funds
Ensure accuracy, completeness, and compliance of all financial transactions prior to approval
Participate in university-wide FUM meetings, trainings, and roundtable discussions to remain current on policies and best practices

Department Budget and Financial Support

Partner with the Finance team to monitor and maintain the College's annual budget
Provide support and guidance to faculty and staff on financial tools, expense processes, and compliance requirements
Assist in identifying and resolving financial discrepancies or issues as they arise

Human Capital Management (HCM)

Coordinate and execute Oracle HCM transactions across the employee lifecycle, including hires, rehires, job changes, transfers, and terminations for students, faculty, and staff
Initiate and manage transactions within Oracle HCM, ensuring data accuracy and adherence to established approval workflows
Monitor transaction status, proactively track approvals, and resolve errors or rejections to ensure timely completion
Serve as a key point of contact for departments, providing guidance on transaction entry, required documentation, and process timelines
Troubleshoot Oracle HCM issues in collaboration with HRIS and central HR teams to resolve discrepancies
Run and interpret Oracle HCM reports to support operational decision-making and leadership requests
Collaborate with Payroll, Benefits, and Finance teams to ensure accurate downstream processing of HCM transactions
Identify opportunities to improve HCM workflows and support continuous process improvement initiatives

Grant and Research Administration Support

Support CCC Grants Managers with departmental grant administration activities
Prepare and provide financial reports to Principal Investigators, as needed
Assist in ensuring compliance with grant-related financial policies and procedures

Operational Support and Continuous Improvement

Contribute to the development and refinement of financial and HR processes to improve efficiency and consistency
Maintain documentation of processes, procedures, and best practices
Support special projects and additional duties as assigned

Supervisory Relationships

This position does not currently have supervisory responsibility. The role reports administratively and functionally to the Director of People Operations.

Qualifications

Bachelor’s degree from an accredited institution or an equivalent combination of education and relevant experience
4+ years of relevant experience with 2+ in financial operations or human resources, and administrative management
Experience working with Oracle financial and/or HCM systems
Knowledge of university financial, HR, and/or grant policies and procedures
Experience in higher education or a similarly complex organizational environment
Strong attention to detail and ability to manage complex processes with accuracy
Ability to prioritize multiple tasks and meet deadlines in a fast-paced environment
Strong analytical and problem-solving skills
Excellent interpersonal and communication skills
Ability to exercise sound judgment in administrative and procedural decision-making

About the Company

Vanderbilt University

Private research and higher education institution

Vanderbilt University operates as a private research institution that provides undergraduate, graduate, and professional education to over 11,000 students. The university functions by integrating classroom instruction with active research initiatives, allowing students and faculty to collaborate on projects across various fields such as information technology, athletics, and the arts. Unlike many large public institutions, Vanderbilt maintains a smaller student body and emphasizes a community-driven environment where diversity of thought and culture is central to the learning process. The university distinguishes itself by operating at a "global crossroads," focusing on a multidisciplinary approach that encourages employees and students to apply their expertise to real-world challenges. Vanderbilt’s goal is to foster a center for growth and discovery where individuals can expand their knowledge and contribute to societal improvements through education and research.

Company size: 10,001+
Company stage: Not listed
Total funding: $86.7M
Headquarters: Nashville, TN
Founded: Not listed

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