Business Officer

Position Summary:

The Assistant Director of Finance is responsible for the accuracy, timeliness, and integrity of all financial and accounting functions across Auxiliary Services. This position leads the accounting team, oversees all transactional and period-end activities, and ensures compliance with university policies and external requirements.

This position will be trusted to deliver reliable financial insights, identify trends and anomalies, recommend solutions, and serve as a resource for Division of Administration/Auxiliary Services leadership. As a key member of the leadership team, the Assistant Director will partner closely with the Senior Director of Finance and operational leaders across Division of Administration/Auxiliary Services to support informed decision-making, financial stewardship, and long-term planning.

Reports to: 

Senior Director of Finance, Division of Administration

About the Department:

The Division of Administration is comprised of the following departments: Dialogue Vanderbilt, Vanderbilt New York, Public Safety, Office of Equal Access, Card Services, Mail Services, Printing Services, Campus Dining, and Parking Services. These units support Vanderbilt University’s mission by providing essential services that build community and enrich campus life. Division of Administration teams interact daily with students, families, faculty, staff, and visitors—delivering service with professionalism, innovation, and a commitment to continuous improvement and responsible stewardship of resources.

Key Functions:

Accounting:

• Lead and direct the Division of Administration accounting team, ensuring accuracy, timeliness, and completeness of all financial activities.
• Oversee all aspects of the accounting cycle, including journal entries, reconciliations, cash management, accruals, accounts receivable, internal billing, and tax reporting.
• Manage revenue recognition processes for Campus Dining, Commodore Card activity, third-party commissions, and other Auxiliary revenue streams.
• Ensure accurate and timely month-end, quarter-end, and year-end closes; proactively monitor results to identify anomalies or issues requiring attention.
• Provide trusted, accurate financial information and ensure best practices in compliance with university policies and procedures.
• Serve as the primary resource for Auxiliary Services leadership on accounting and tax issues.

Budgeting & Forecasting:

• Assist the Senior Director of Finance in the annual preparation of capital and operating budgets.
• Assist the Senior Director of Finance in the submission of monthly and quarterly operational forecasts to Central Finance, and variance explanations with mitigation plans when appropriate.
• Monitor ongoing financial performance against budgets, forecasts, and historical trends, identifying risks and opportunities.
• Maintain detailed headcount and salary data, model salary impact of all operational changes, and coordinate justification/approvals for all headcount changes.
• Develop capital project requests, including scope, funding, and return on investment.
• Monitor funds flow in operations and capital expenditure spend and contributions.
• Solicit and incorporate feedback from operational leaders into forecasts.
• Collaborate with operational leaders to validate projections, assess assumptions, and strengthen financial planning.

Procurement:

• Oversee procurement processes across Auxiliary Services, ensuring compliance, efficiency, and budget alignment.
• Manage vendor relationships, track contract performance, and support negotiations and renewals.
• Ensure accurate and timely processing of requisitions, invoices, and payments within university systems.
• Train departmental staff on procurement policies and procedures, ensuring consistency and compliance across units.

Leadership:

• Serve as second-in-command to the Senior Director of Finance, providing leadership and continuity of operations for the Auxiliary Services finance team.
• Supervise, coach, and develop accounting staff, fostering accountability, growth, and professional excellence.
• Promote a culture of proactivity, accuracy, and collaboration across Auxiliary Services finance and operations.
• Partners with University and Auxiliary leaders to streamline processes, drive efficiencies, and enhance decision-making support.

Supervisory Relationships:

This position will have supervisory responsibilities. This position reports administratively and functionally to the Senior Director of Finance for the Division of Administration.

Education and Certifications:

• A bachelor's degree from an accredited institution of higher education is required.
• A bachelor’s degree in accounting, business, or finance and/or MBA is preferred.

Experience and Skills:

• Five years’ relevant experience is required.
• Advanced proficiency in MS Office (Word, Excel and PowerPoint) is required.
• Strong analytical skills with the ability to interpret financial data, identify trends, and generate actionable insights.
• Excellent communication skills with the ability to explain complex financial concepts clearly to diverse stakeholders.
• Demonstrated initiative, curiosity, and professionalism; highly organized and capable of thriving in a fast-paced environment with minimal supervision.
• Ability to manage multiple priorities, large data sets, and complex projects effectively.
• Experience with project management, organizational development, or performance improvement initiatives is preferred.