The Business Operations Coordinator will provideprofessional administrative, business, and operational support to the AssociateVice 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 the AVCF'sareas of responsibility as well as institutional financial policies andprocedures.
This position is part of the central financeadministrative support team. While eachposition reports to the Chief of Staff, they are assigned to a specific Financegroup and provide a combination of administrative, business and operationalsupport to that group and its leader. The administrative support team is responsible for HR support andprocessing, budget preparation, tracking and forecasting, procurement,scheduling and travel arrangement, and office management for the centralfinance team. Each team member also hasa portfolio of operational duties and special projects for which they areresponsible in support of their assigned team.
Key Functions andExpected Performance
Accounting and finance duties:
Serves as procurement liaison for AVCF'steam, making all departmental purchases on behalf of the team using a varietyof purchasing processes (e-Catalog, payment card, Non-PO payment requests,etc.)
Develops tools and processes forbudgeting, tracking and forecasting all expenditures charged to AVCF'sfinancial units to facilitate monthly reporting as requested
Maintains an extensive understandingof SkyVU financial systems
Maintains an extensive understandingof the institution's chart of accounts and departmental use of optionalsegments
Maintains extensive understanding ofinstitutional and departmental travel, expense and procurement card policies
Prepares monthly general ledgeraccount reconciliations timely and elevate issues to the AVCF.
Personnel management duties:
Position management for AVCF's areas,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 maintaining Finance websiteusing OmniUpdate software, including making updates as requested andproactively ensuring the most accurate and timely information is available
Serves as initial point of contact foruniversity departments regarding various accounting and tax processes andsystems
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 for issueresolution for daily operations of the AVCF's teams
Handles confidential information,which would have immediate negative impact on the university operations,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 logistical arrangementsfor meetings including space reservations, catering, audio/visual needs andequipment set-up
Coordinates and manages specialevents, as needed
Assists office manager in dailyoperations of the Finance office
This position does not have supervisoryresponsibility; this position reports administratively to the Finance Chief ofStaff and functionally to the Associate Vice Chancellor for Finance & Controllerand the Finance Chief of Staff.
ABachelor's degree from an accredited institution of higher education is required.
Experience and Skills
Atleast 2 years of relevant professional experience is necessary.
Excellentverbal and written communication skills are necessary.
Meticulousattention to detail is necessary.
Professionalattitude and considerable tact, persuasion and judgment in interactions withinternal and external constituents is necessary.
Demonstratedability to work in a team setting is necessary.
Willingnessto rapidly learn new skills when the situation demands it is necessary.
Abilityto take initiative, multi-task and work well under pressure is necessary.
Abilityto work independently and for multiple constituents is necessary.
Thoroughworking knowledge of Microsoft Office suite of products is necessary.
Demonstratedadvanced working knowledge of Microsoft Excel is preferred.
Abilityto quickly learn office technology and databases is preferred.
Comfortablewith new technological systems and upgrades as they arise is preferred.
About Vanderbilt University
Vanderbilt University, located inNashville, Tennessee, is a top-15 private research university offering a fullrange of undergraduate, graduate and professional degrees. Vanderbilt issituated on a 330-acre campus near the thriving city center, serving more than12,000 students and employing almost 7,000 facultyand staff. The university's students, staff, and faculty frequently citeNashville and the surrounding area as one of the many perks of being a part ofthe Vanderbilt community. VanderbiltUniversity is a place where your expertise will be valued, your knowledgeexpanded, and your abilities challenged. It is a place where your diversity issought and celebrated. Vanderbilt was recently named as oneof "America's Best Large Employers" and the top employer in Tennessee and theNashville metropolitan area in 2019 (Forbes).
About Vanderbilt Benefits
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 dependent children.
Commitment to Equity, Diversity andInclusion
Vanderbilt University iscommitted to achieving the goal of a diverse and inclusive academic communityof faculty, staff, and students. We seekindividuals who are committed to this goal and our campus values.
Internal Number: 1901223
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.