The Finance Program Manager is part of the Facilities Business Operations Center (BOC) at Vanderbilt University and is a manager whose team is responsible for construction accounting including but not limited to contract execution and administration, invoice auditing for compliance with contract terms and accuracy, project accounting and reconciliation, and scheduling and minute keeping for steering committee meetings. Reporting directly to the Director of Finance-Administration, Facilities Services, the Finance Program Manager interacts regularly with all BOC, Campus Planning & Construction (CPC) project managers, with other partners across campus, as well as external vendors.
The Finance Program Manager will be responsible to review and approve all financial transactions for CPC and will ensure that all transactions are recorded accurately and follow applicable university and departmental policies. The position is also responsible for utilizing the project management software system, eBuilder. This position will be a key contributor to the continual development of eBuilder for CPC and the University community. The Finance Program Manager will document applicable departmental procedures for their work and the work of the subordinates to ensure consistency and thoroughness.
Duties and Responsibilities
Financial Unit Management
Maintains an extensive understanding of the university's capitalization policy, chart of accounts, and departmental use of Oracle (PPM) POET structure as well as travel and procurement policies.
Reviews and approves financial transactions, with high attention to detail for CPC in the Oracle Cloud system, including procurement requisitions, travel and entertainment expense reports, and procurement card expense reports.
Prepares journal entry templates and miscellaneous batches as required, providing supporting documentation to the appropriate Business Unit/Entity Approver for processing in Oracle.
Assists University Finance with quarterly Oracle testing requirements for PPM.
Serves as subject matter expert for appropriate budget and expense categorization with a specific focus to capitalization treatment (operating expense vs capital expense). Partners closely with University Finance to further develop and maintain departmental capitalization guidelines.
Uses excellent professional judgment and integrity to evaluate the appropriateness of expenditures and possesses the maturity and confidence to address questionable transactions either directly or by escalating them, if needed.
Ensures that products are completed timely, accurately, and efficiently while meeting divisional, institutional, and external reporting requirements as well as ensuring regulatory compliance.
In coordination with the Contracts Analyst , performs professional administrative work to draft, review and edit requests for information and proposals, design and construction/renovation contracts, professional service agreements, building and maintenance service agreements, and vendor supply purchase agreements in support of Campus Planning and Construction, Plant Operations, Sustainability and Environmental Management, and VU Real Estate.
In coordination with the Budget Analyst , ensures contracts are consistently administered regarding financial compliance in accordance with laws regulations, rules, policies, procedures, and best business practices.
Invoice and pay application auditing
In coordination with the Budget Analyst , responsible to ensure invoices are submitted with proper documentation, adhere to contractual terms, and are valid for payment.
Project accounting, reconciliation, and financial closeout
In coordination with the Budget Analyst and Administrative Assistant, reconciling projects between various systems - (including but not limited to ePhil, eBuilder, Oracle Cloud, and Oracle Project Portfolio Management (PPM) ) - and performing final project closeout.
In coordination with the Contracts Analyst , Budget Analyst , and Administrative Assistant responsible to partner closely with project vendors and suppliers and serve as a liaison for financial related questions. Coordinate with project managers and other BOC staff as appropriate to resolve issues related to vendor contract, purchase orders, or invoice payments.
This position has supervisory responsibility for the CPC BOC finance team, which includes three (3) direct reports: contracts analyst (exempt), budget analyst (exempt), and administrative assistant (non-exempt). This position reports administratively and functionally to Director of Finance-Administration, Facilities Services.
Bachelor's degree, preferably in finance or accounting, from an accredited institution of higher education is required.
Experience in capital and renovation projects and experience in higher education is strongly preferred .
Management experience is highly desired .
Strong computer skills, specifically in Microsoft Office, Oracle, and eBuilder, are highly desired .
Strong interpersonal skills, including the ability to work effectively with a wide range of constituencies in a diverse community, are highly desired.
Strong organizational skills are highly desired.
Ability to perform complex tasks and to prioritize multiple projects.
Ability to make administrative/procedural decisions and judgments.
Ability to communicate effectively both orally and in written format.
Commitment to Equity, Diversity, and Inclusion
At Vanderbilt University, we are intentional about and assume accountability for fostering advancement and respect for equity, diversity, and inclusion for all students, faculty, and staff. Our commitment to diversity makes us who we are. We have created a community that celebrates differences and lets individuality thrive. As part of this commitment, we actively value diversity in our workplace and learning environments as we seek to take advantage of the rich backgrounds and abilities of everyone. The diverse voices of Vanderbilt represent an invaluable resource for the University in its efforts to fulfill its mission and strive to be an example of excellence in higher education.
Vanderbilt University is an equal opportunity, affirmative action employer. Women, minorities, people with disabilities, and protected veterans are encouraged to apply.
Please note, all candidates selected for an offer of employment are subject to pre-employment background checks, which may include but are not limited to, based on the role for which they have been selected: criminal history, education verification, social media review, motor vehicle records, credit history, and professional license verification.
Internal Number: 10000193
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.