VanderbiltUniversity Finance seeks a Business Operations Coordinator to provide businesssupport to the Associate Vice Chancellor for Finance (AVCF) and the FinancialOperations and Planning team. Reportingto the Finance Chief of Staff, work includes general financial analysis,contract review and management, and administrative functions. Communication is a major component of theposition, primarily with senior management, faculty and students within theuniversity. Responsibilities include coordinatingall aspects 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 in absenceof more senior-level staff. The businessoperations coordinator will regularly be required to resolve problemsindependently and to effectively manage all aspects of the Financial Operationsand Planning office.
FinancialOperations and Planning (FO&P) is responsible for the business operation ofVanderbilt's Academic Affairs areas, including the university's 10 schools andthe Provost and Vice Provosts' offices, as well as several administrativedivisions, representing a total $1.2 billion expense budget. The business operations coordinator willsupport the AVCF along with his team of accountants, financial analysts andbusiness officers to facilitate the complex finance and administrative needsand requests of the faculty, staff and students. The team also includes the financial planningand analysis (FP&A) group, which manages the university-wide budgetingprocess and ad hoc financial analysis projects for the CFO, Chancellor andBoard of Trust.
Theideal candidate will be experienced in handling a wide range of businessoperations as well as executive support related tasks and will be able to workindependently with little or no supervision. The ability to interact with staff (at all levels) in a fast-pacedenvironment, sometimes under pressure, remaining flexible, proactive,resourceful and efficient, with a high level of professionalism andconfidentiality is crucial to this role. Expert level written and verbal communication skills, strong decision-makingability and attention to detail are equally important.
KEY FUNCTIONS AND EXPECTED PERFORMANCES
Provideregular and ad-hoc analysis for financial and operational functions, supportingdata-driven decisions of the AVCF, CFO, Provost, Chancellor, and Board of Trust
Serveas program manager for Business of VU, an annualcourse offering for our faculty, students and staff to learn about the businessoperations of the university and higher education as a whole. The programconsists of approximately eight informative sessions focusing on the highereducation model and how Vanderbilt operates to leverage resources in support ofthe academic mission. Responsibilities include:
Managingthe application process (marketing, review, setting deadlines, notifications)
Solicitand develop agendas for FO&P-sponsored meetings
Manageemployee service agreements (ESAs), non-sponsored billing agreements (NSBAs)and service-level agreements between VUMC, the Provost's office, academicunits, and Finance. Responsibilities include:
Maintainingthe master list of ESA and NSBAs
Reviewingrequired documentation for ESA and NSBA billing
Incoordination with FO&P staff, develop and maintain a website outlining ESAand NSBA process and documentation
Reconcile,audit, and report on ESA and NSBA activity in coordination with VUMCcounterparts
Coordinateannual operating budget meetings and documents. Compiles university budget materials and creates the annual Chancellor'sbudget binder
Positionmanagement for FO&P team, including working with the Finance HCM Specialistand Human Resources to facilitate new positions and post vacancies
Responsiblefor onboarding and off-boarding of new and departing staff
Generalcustomer service, often serving as initial point of contact for AcademicAffairs areas regarding various administrative and financial processes andsystems
Coordinatepreparation and version control of documents, presentations, and informationwith CFO, AVCF, Chief of Staff, and Financial Planning and Analysis team
Primaryresource for issue resolution for daily operations of Financial Operations andPlanning
Handleconfidential faculty and student information, which would have immediatenegative impact on the university operations, performance, or value if sharedbeyond its intended audience.
Coordinatebusy and shifting calendars to include scheduling and coordinating meetings,applying good judgment in determining priorities.
Coordinatelogistical arrangements for meetings including space reservations, catering, audio/visualneeds and equipment set-up
Coordinateand manage special events, as needed
This position does not havesupervisory responsibility; this position reports administratively to the Chiefof Staff and functionally to the Associate Vice Chancellor for Finance and theChief of Staff.
Education and Certifications
A Bachelor's degree from anaccredited institution of higher education is required.
Experience and Skills
At least 2 years of relevantprofessional experience is necessary.
Excellent verbal and writtencommunication skills are necessary.
Meticulous attention to detail isnecessary.
Professional attitude andconsiderable tact, persuasion and judgment in interactions with internal andexternal constituents is necessary.
Demonstrated ability to work in ateam setting is necessary.
Willingness to rapidly learn newskills when the situation demands it is necessary.
Ability to take initiative,multi-task and work well under pressure is necessary.
Ability to work independently andfor 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 learn officetechnology and databases is preferred.
Comfortable with new technologicalsystems 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
VanderbiltUniversity is committed to achieving the goal of a diverse and inclusiveacademic community of faculty, staff, andstudents. We seek individuals who are committed to this goal and our campusvalues.
Internal Number: 1901222
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.