Vanderbilt University Financeseeks a Business Operations Coordinator to provide business support to theAssociate Vice Chancellor for Finance (AVCF) and the Financial Operations andPlanning team. Reporting to the FinanceChief of Staff, work includes general financial analysis, contract review andmanagement, and administrative functions. Communication is a major component of the position, primarily withsenior management, faculty and students within the university. Responsibilities include coordinating allaspects of the AVCF's schedule, program management of the Business of VUcurriculum and serving as an extension of the financial planning and analysisteam. This individual will alsocoordinate complex and confidential issues and assume responsibilities inabsence of more senior-level staff. Thebusiness operations coordinator will regularly be required to resolve problemsindependently and to effectively manage all aspects of the Financial Operationsand Planning office.
The ideal candidate will beexperienced in handling a wide range of business operations as well asexecutive support related tasks and will be able to work independently withlittle or no supervision.The ability tointeract with staff (at all levels) in a fast-paced environment, sometimesunder pressure, remaining flexible, proactive, resourceful and efficient, witha high level of professionalism and confidentiality is crucial to thisrole.Expert level written and verbalcommunication skills, strong decision-making ability and attention to detailare equally important.
Financial Operations andPlanning (FO&P) is responsible for the business operation of Vanderbilt'sAcademic Affairs areas.Academic Affairshas a ~$900 million budget and includes the university's 10 schools as well asthe Provost's and Vice Provosts' offices.The business operations coordinator will support the AVCF along with histeam of accountants, financial analysts and business officers to facilitate thecomplex finance and administrative needs and requests of the faculty, staff andstudents.The team also includes thefinancial planning and analysis group, which manages the university-widebudgeting process and ad hoc financial analysis projects for the CFO,Chancellor and Board of Trust.
Duties and Responsibilities
Provide regular and ad-hocanalysis for financial and operational functions, supporting data-drivendecisions of the AVCF, CFO, Provost, Chancellor, and Board of Trust
Serve as program manager forBusiness of VU, an annual course offering for our faculty, students and staffto learn about the business operations of the university and higher educationas a whole. The program consists of approximately eight informative sessionsfocusing on the higher education model and how Vanderbilt operates to leverageresources in support of the academic mission.Responsibilities include:
Managing the applicationprocess (marketing, review, setting deadlines, notifications)
Solicit and develop agendasfor FO&P-sponsored meetings
Manage employee serviceagreements (ESAs), non-sponsored billing agreements (NSBAs) and service-levelagreements between VUMC, the Provost's office, academic units, and Finance.Responsibilities include:
Maintaining the master list ofESA and NSBAs
Reviewing requireddocumentation for ESA and NSBA billing
In coordination with FO&Pstaff, develop and maintain a website outlining ESA and NSBA process anddocumentation
Reconcile, audit, and reporton ESA and NSBA activity in coordination with VUMC counterparts
Coordinate annual operatingbudget meetings and documents.Compilesuniversity budget materials and creates the annual Chancellor's budget binder
Position management forFO&P team, including working with the Finance HCM Specialist and HumanResources to facilitate new positions and post vacancies
Responsible for onboarding andoff-boarding of new and departing staff
General customer service,often serving as initial point of contact for Academic Affairs areas regardingvarious administrative and financial processes and systems
Coordinate preparation andversion control of documents, presentations, and information with CFO, AVCF,Chief of Staff, and Financial Planning and Analysis team
Primary resource for issueresolution for daily operations of Financial Operations and Planning
Handle confidential facultyand student information, which would have immediate negative impact on theuniversity operations, performance, or value if shared beyond its intendedaudience.
Coordinate busy and shiftingcalendars to include scheduling and coordinating meetings, applying goodjudgment in determining priorities.
Coordinate logisticalarrangements for meetings including space reservations, catering, audio/visualneeds and equipment set-up
Coordinate and manage specialevents, 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.
Demonstrated advanced workingknowledge of Microsoft PowerPoint 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: 1900358
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.