HR Administrator

Key Functions and Expected Performance:

Human Capital Management

• Maintain an extensive understanding of Oracle HCM processes and University HR policies, actively participate in ongoing trainings to update and adapt Student Affairs guidelines and processes.
• Process a wide variety of HCM transactions covering recruiting and hiring through the end of employment including job posting, hiring, position and profile management, and terminations. Ensure transactions are completed on an accurate and timely basis to meet strict payroll and HCM deadlines.
• Maintain, update, and assign HCM tasks to Student Affairs HCM team using internal project management boards. Monitor tasks to ensure critical transactions are completed in accordance with deadlines and provide a seamless employee experience.
• Review bi-weekly timecards, monitor approval deadlines, and communicate with staff and supervisors as needed to ensure all non-exempt staff and student timecards are submitted and paid on time.
• Serve as a key contact for employees regarding payroll-related issues, including assisting with Oracle self-service transactions and investigating concerns with payments or system processes. Identify and raise operational challenges impacting employee systems experience.
• Communicate and collaborate with other HCM specialists in Student Affairs to identify and share best practices, troubleshoot and resolve issues around student and staff payroll.
• Work closely with Student Affairs Senior Manager, Student Affairs Finance, University Payroll, and HR teams to discuss and complete complex HCM transactions with forethought to implications and required communications.

Other Personnel and Operational Support

• Drive consistency and adoption of best practices across all internal Student Affairs HR functions by continuously updating Student Affairs HCM standard operating procedures in accordance with university and divisional policies and procedures.
• Provide new hire and ongoing training for university timekeeping and related Oracle payroll systems.
• Assist Senior Manager with employee recruiting, onboarding, and offboarding including reviewing internal hiring guidelines and processes with managers, communicating with new staff and adding to internal training and rosters, completing exit interviews, and providing offboarding checklists and guidance to supervisors.
• Prepare reports, presentations, and data summaries on hiring, promotions/reclassifications, departures, and exit interviews to inform Student Affairs Leadership and support strategic decision-making.

Institutional, Divisional, and Department Administration

• Contribute to the broader mission and objectives of Student Affairs and the University by serving on divisional and institutional committees, task forces, and working groups.
• Actively participate in key divisional initiatives and events, including Move-In Day and all-division meetings and gatherings.
• Maintain a working knowledge of relevant university policies, procedures, and systems—such as those related to travel, procurement, expense, and time reporting—to ensure effective, compliant, and responsible operations.
• Demonstrate a collaborative spirit by supporting divisional colleagues and engaging in efforts that advance shared goals and strategic priorities.

Supervisory Relationships:
This position does not have supervisory responsibility; this position reports administratively and functionally to the Senior Manager, Human Resources in Student Affairs.

Education and Certifications:

• A bachelor's degree in business administration, human capital management, management, or related field from an accredited institution is necessary. 
• Society for Human Resources Management or HRCI Certification is preferred.

Experience and Skills:

• 3 years of related experience in human resources administrative activity, or relevant military experience, is necessary.
• Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community is necessary.
• Organizing and coordinating skills are necessary.
• Ability to learn and navigate various electronic 
• Ability to perform complex tasks and to prioritize multiple projects is necessary.
• Ability to communicate effectively, both orally and in writing is necessary.
• Commitment to maintaining confidentiality of employee personal data is necessary.
• Ability to effectively communicate human resources information, policies, and/or procedures is preferred.
• Payroll or timecard tracking experience is preferred.
• Knowledge and awareness of federal and state labor laws is preferred.
• Proficiency in the following software systems is necessary: Microsoft Office Suite including Microsoft Teams, Microsoft Outlook, Microsoft Excel, Microsoft Power Point
• Experience in the following software systems is preferred: Oracle Cloud HCM application, Microsoft Co-pilot

About Student Affairs

Student Affairs serves a central role in student learning and development at Vanderbilt, advancing the University’s mission of teaching, research, and service. Student Affairs at Vanderbilt cultivates vibrant, inclusive communities that foster a student’s sense of belonging and wellbeing through collaborative partnerships, transformative learning experiences, and an accessible and holistic network of resources. We value connection, belonging, compassion, development, and innovation. Our staff are committed to continued growth in knowledge, awareness, skills, and experience engaging with these priorities in a higher education environment.