The Business OperationsCoordinator will provide professional administrative, business, and operationalsupport to the Associate Vice Chancellor for Finance & Controller (AVCF). This position will also support theAccounting, Financial Reporting, and Tax teams reporting to the AVCF. Communication is a major component of theposition, primarily with staff and senior management within the university, andthe university's external audit partners. Responsibilities include budgeting and forecasting for the AVCF's threefinancial units, personnel management for the Accounting, Financial Reportingand Tax staff, and ad hoc accounting assignments. This individual will also coordinate complexand confidential issues and assume responsibilities in absence of moresenior-level staff. This positionrequires a deep understanding of the operations and financial landscape of theAVCF's areas of responsibility as well as institutional financial policies andprocedures.
This position is part of thecentral finance administrative support team.While each position reports to the Chief of Staff, they are assigned toa specific Finance group and provide a combination of administrative, businessand operational support to that group and its leader.The administrative support team is responsiblefor HR support and processing, budget preparation, tracking and forecasting,procurement, scheduling and travel arrangement, and office management for thecentral finance team.Each team memberalso has a portfolio of operational duties and special projects for which theyare responsible in support of their assigned team.
Duties and Responsibilities
Accounting and finance duties:
Serves as procurement liaisonfor AVCF's team, making all departmental purchases on behalf of the team usinga variety of purchasing processes (e-Catalog, payment card, Non-PO paymentrequests, etc.)
Develops tools and processesfor budgeting, tracking and forecasting all expenditures charged to AVCF'sfinancial units to facilitate monthly reporting as requested
Maintains an extensiveunderstanding of SkyVU financial systems
Maintains an extensiveunderstanding of the institution's chart of accounts and departmental use ofoptional segments
Maintains extensiveunderstanding of institutional and departmental travel, expense and procurementcard policies
Prepares monthly generalledger account reconciliations timely and elevate issues to the AVCF.
Personnel management duties:
Position management for AVCF'sareas, including working with the Finance HCM Specialist and Human Resources tofacilitate new positions and post vacancies
Responsible for onboarding andoff-boarding of new and departing staff
Maintains AVCF's confidentialpersonnel files
General administrative duties:
Responsible for maintainingFinance website using OmniUpdate software, including making updates asrequested and proactively ensuring the most accurate and timely information isavailable
Serves as initial point ofcontact for university departments regarding various accounting and taxprocesses and systems
Coordinates preparation andresponsible for version control of documents, presentations, and informationwith CFO, AVCF and Chief of Staff
Communicates, implements,interprets, and revises goals, policies and procedures as appropriate
Serves as primary resource forissue resolution for daily operations of the AVCF's teams
Handles confidentialinformation, which would have immediate negative impact on the universityoperations, performance, or value if shared beyond its intended audience.
Coordinates busy and shiftingcalendars to include scheduling and coordinating meetings, applying goodjudgment in determining priorities.
Coordinates logisticalarrangements for meetings including space reservations, catering, audio/visualneeds and equipment set-up
Coordinates and managesspecial events, as needed
Profile of an Ideal Candidate
A Bachelor's degree from anaccredited institution of higher education is required.
At least 2 years of relevantprofessional experience is necessary.
Excellent verbal and writtencommunication skills are necessary.
Meticulous attention to detailis necessary.
Professional attitude andconsiderable tact, persuasion and judgment in interactions with internal andexternal constituents is necessary.
Demonstrated ability to workin a team setting is necessary.
Willingness to rapidly learnnew skills when the situation demands it is necessary.
Ability to take initiative,multi-task and work well under pressure is necessary.
Ability to work independentlyand for multiple constituents is necessary.
Thorough working knowledge ofMicrosoft Office suite of products is necessary.
Demonstrated advanced workingknowledge of Microsoft Excel is preferred.
Ability to quickly learnoffice technology and databases is preferred.
Comfortable with newtechnological systems and upgrades as they arise is preferred.
About Vanderbilt Benefits
In addition to offering alively community that encourages learning and celebrates diversity, VanderbiltUniversity offers a competitive, flexible benefits package including health,dental, vision, life, accidental death & dismemberment, disabilityinsurance, paid time off, and a 403(b) retirement plan with employer match.Vanderbilt offers tuition assistance to employees, spouses and dependentchildren. Also, after five years of service, Vanderbilt will pay up to 55% ofthe tuition for up to three dependent children to earn a bachelor's degree.Learn more about Vanderbilt's benefits at VUBenefits Overview.
About Vanderbilt University
Vanderbilt is a renownedprivate institution founded in 1873 and located in the heart of Nashville,Tennessee. The university's students and faculty frequently cite Nashville andthe surrounding area as one of the many perks of being a part of the Vanderbiltcommunity. Vanderbilt University is a place where your expertise will bevalued, your knowledge expanded, and your abilities challenged. It is a placewhere your diversity is sought and celebrated. It is a place where employeesknow they are part of something bigger than themselves, take exceptional pridein their work and never settle for what was good enough yesterday. Vanderbiltwas recently ranked #2 for ‘best quality of life’ and ‘great financial aid,’ #5for ‘best run colleges’ and ‘beautiful campus,’ and #6 for both being in a‘college city that students love’ and having ‘great campus/city relations.’
Commitment to Equity, Diversity and Inclusion
Vanderbilt University iscommitted to achieving the goal of a diverse and inclusive academic communityof faculty, staff, and students. We seek individuals who are committed to thisgoal and our campus values.
Internal Number: 1900357
About Vanderbilt University
Vanderbilt University is a center for scholarly research, informed and creative teaching, and service to the community and society at large. Vanderbilt will uphold the highest standards and be a leader in the quest for new knowledge through scholarship, the dissemination of knowledge through teaching and outreach, and the creative experimentation of ideas and concepts. In pursuit of these goals, Vanderbilt values most highly intellectual freedom that supports open inquiry, equality, compassion, and excellence in all endeavors.