The Administrative Coordinator, Senior will provide professional administrative, business, and operational support to the Associate Vice Chancellor for Finance & Controller (AVCF). This position will also support the Accounting & Financial Reporting, Tax, Procurement & Payment Services, Research Finance and Risk and Insurance Management (RIM) teams.
This position is part of the central finance administrative support team. While each position reports to the Chief of Staff, they are assigned to a specific Finance group and provide a combination of administrative, business and operational support to that group and its leader. The administrative support team is responsible for HR support and processing, budget preparation, tracking and forecasting, procurement, scheduling and travel arrangement, and office management for the central finance team. Each team member also has a portfolio of operational duties and special projects for which they are responsible in support of their assigned team.
Duties and Responsibilities :
Operational and finance duties:
Serves as procurement liaison for RIM and AVCF's team, making all departmental purchases on behalf of the team using a variety of purchasing processes (e-Catalog, payment card, Non-PO payment requests, etc.)
Prepares deposits weekly, including documentation files and preparing accounting entries
Develops tools and processes for budgeting, tracking and forecasting all expenditures charged to AVCF's financial units
Prepares monthly general ledger account reconciliations timely, using sound judgement in elevating issues to the AVCF as warranted; maintains shared Microsoft Excel reconciliation and budget files using clear and traceable formatting and methodologies
Maintains an extensive understanding of Oracle financial systems
Maintains an extensive understanding of the institution's chart of accounts and departmental use of optional segments
Maintains extensive understanding of institutional and departmental travel, expense and procurement card policies
Assists the Director of Protection of Minors with running reports, troubleshooting web application issues, and communications to department staff and faculty regarding their programs for children and youth.
General administrative duties:
Serves as initial point of contact for university departments regarding various operational processes and systems
Communicates, implements, interprets, and revises goals, policies and procedures as appropriate
Serves as primary resource for issue resolution for daily operations of the RIM and 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 shifting calendars to include scheduling and coordinating meetings, applying good judgment in determining priorities.
Prepares and disseminates meeting minutes upon request
Coordinates logistical arrangements for meetings including space reservations, virtual accommodations and troubleshooting, catering, audio/visual needs and equipment set-up
Coordinates and manages special events, as needed
Assists office manager in daily operations of the Finance office
A Bachelor's degree from an accredited institution of higher education is preferred
At least 2 years of relevant professional experience is necessary .
Excellent verbal and written communication skills are necessary .
Ability to work independently and for multiple constituents is necessary .
Meticulous attention to detail is necessary .
Professional attitude and considerable tact, persuasion and judgment in interactions with internal and external constituents is necessary .
Demonstrated ability to work in a team setting is necessary .
Willingness to rapidly learn new skills when the situation demands it is necessary .
Ability to take initiative, multi-task and work well under pressure is necessary
Thorough working knowledge of Microsoft Office suite of products is necessary
Demonstrated advanced working knowledge of Microsoft Excel is preferred .
Ability to quickly learn office technology and databases is preferred .
Comfortable with new technological systems and upgrades as they arise is preferred .
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: 10000439
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.