The Administration Coordinator is part of the Finance and Administration team within the Owen Graduate School of Management at Vanderbilt University. This position serves as first face of Finance & Administration at Owen Graduate School of Management, greets students, faculty and staff coming to the department for assistance, and triages questions appropriately. Reporting directly to the Chief Business Officer, the Administration Coordinator will oversee the student employment and purchasing and reimbursement processes.
The Owen Graduate School of Management (OGSM) is a professional school at Vanderbilt University, located in Nashville, Tennessee.Our size and focus allows us to interact with students, faculty, alumni and recruiters as individuals so that we can better understand and help each achieve their goals. This is how we build our culture - one that is collaborative. We are intensely and proudly competitive with the best. But we also shape leaders who understand that collaboration is essential in today's connected economy. We develop businesspeople who can lead and manage change, drawing not only on what they learn here about business but also what they learn about themselves. The Finance & Administration office is dedicated to supporting our faculty, staff and students with their financial, human resource and administrative activities, including purchasing and payments, contracting, billing and collections, employment and payroll actions, and various administrative needs of the school.
Duties and Responsibilities
Oversee the initial student employment onboarding process by collecting all required pre-employment documentation according to the VU and OGSM policies to ensure students are hired for all assignments.
Act as liaison between line managers (faculty and staff) and HCM Specialists to coordinate paperwork processing, hiring in the system and/or navigate any payroll issues.
Manage the student employment email box and triage messages to appropriate parties to ensure student and faculty needs are met in a timely manner.
Serve as a resource to all student employees in regards to any work, assignment or Oracle related questions.
Manage confidential student employee personnel files, both active and inactive, to ensure proper data and system access.
Assist HR Manager/HCM Specialist with student employees' timesheet process by answering questions and sending reminders to students and faculty.
One Card Holder and Steward for Student Check Out Cards
Steward for Student Check out Card- assisting with payments for all student club events
Manage the check out and return of credit card for all student club events
Serve as resource for students on creating and submitting expense reports for out of pocket expenses including travel and program charges, as well as working with the Student Program Office on case competitions paperwork.
Exercise familiarity with all Owen and Vanderbilt University policies to ensure best practices are followed with proper receipt collection and expense report processing.
Faculty and Visitor Support
Serve as Guest Travel Coordinator and assist in arranging domestic and international travel for visitors including assembling and submitting passport and visa applications for international travel and familiarity with Concur (travel).
Process travel expenses, in a timely and accurate manner, to ensure prompt reimbursement according to institutional policy.
Serve as Oracle Procurement Requestors and prepare payment request and procurement orders for Owen departments and student organizations; familiarity with COA and POET structure.
Assist in cross training and back-up support to other faculty support staff.
Manage supplies and amenities in Owen Finance and Administration suite.
Maintain Owen Faculty and Staff phone list by making updates and corrections when necessary and posting to Owen Central in timely manner to promote communication.
Gather copier readings once a month for all required machines.
Utilize the Oracle Cloud System --including expense and travel reporting, chart of accounts, as well as other University systems.
Help faculty with duties as needed to assist with teaching and research including but not limited to copying small and large print jobs, making seating charts for faculty classes, and returning papers to students.
Assist Financial Unit Managers by making bank deliveries as well as HR/Baker Building deliveries when needed.
Profile of an Ideal Candidate
Bachelor's and 2 years of experience or the equivalent is preferred.
Ideal candidate will have experience in a higher education setting; strong written and verbal communication skills; attention to detail.
Commitment to Equity, Diversity and Inclusion
Vanderbilt University is committed to achieving the goal of a diverse and inclusive academic community of faculty, staff, and students. We seek individuals who are committed to this goal and our campus values.
Internal Number: 1901245
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.