Job Description

Position Summary:
The Senior Administrative Officer is part of Student Affairs at Vanderbilt University and is a key individual contributor leading day-to-day operations and finance functions. This position is responsible for daily operations, developing monthly financial projections, and preparing annual and long-range operating and capital budgets. Reporting directly to the Chief Business Officer, the Senior Administrative Officer leads the Student Affairs Finance team and serves as a key contact for departments and Student Organizations.

The Senior Administrative Officer advises on and interprets policies to students, faculty, staff, and external entities; and resolves related problems. The position establishes and monitors systems and procedures to ensure compliance with accounting principles, University, State, and Federal regulations, and audit requirements. The Senior Administrative Officer also performs essential operational and project management assignments as necessary.

Key Functions and Expected Performance:

Financial Operations

• Leads Student Affairs Finance team through month end close activity, ensuring accuracy and that deadlines are met.
• Fully understands the role of a FUM and HCM to troubleshoot, serve as backup as needed, and to advise and lead the team.
• Analyzes and reconciles accounts needed for forecasting and budgeting.
• Assist Student Affairs Chief Business Officer in developing quarterly and annual operating and capital budgets.
• Works closely with Student Affairs Chief Business Officer on developing forecasts and summarizing budget variances.
• Maintains extensive understanding of institutional and departmental policies. Uses professional judgment and integrity to evaluate the appropriateness of expenditures and possesses the maturity to address questionable transactions either directly or to escalate if needed.
• Maintains an extensive understanding of Vanderbilt financial systems, the institution's chart of accounts and departmental use of optional segments and Project Portfolio Management (PPM) POET structure.

Project Management and Leadership

• Provides leadership, support, and supervision to the Student Affairs Finance team.
• Builds and maintains strong working relationships in Student Affairs and Central Finance.
• Establishes, communicates, and modifies departmental processes in response to changes in University policies and procedures with a full understanding of operational impact and institutional compliance.
• Analyzes and streamlines business processes. Looks for continuous improvement while maintaining internal controls, financial stewardship and ensuring operational efficiency.
• Leads the Student Affairs Finance team on projects, process improvements, and training needed for staff and students.
• Must be deadline oriented, tech savvy and adapt easily to changes in technology and processes.
• Demonstrates a willingness to support colleagues across the division to encourage the implementation and fulfillment of divisional goals and strategic priorities.
• Demonstrate financial expertise and strong technical knowledge and skills. Serves as a back-up Financial Unit Manager for Student Affairs.
• Participates in recurring meetings, trainings and discussions to allow opportunities for Financial Unit Managers across campus to learn from each other.

Divisional Responsibilities:

• Participate in University, division, and departmental committees and task forces, as assigned.
• Participate in division-wide events, as needed, to support colleagues and ensure these events run smoothly.
• Demonstrate a willingness to support colleagues across the division to encourage the implementation or fulfillment of divisional goals and strategic priorities.

Supervisory Relationships:
This position has direct supervision for two Administrative Officers and two Associate Administrative Officers. One direct report supervises three Administrative Coordinators, resulting in both direct and indirect supervisory responsibilities. This position reports administratively and functionally to the Chief Business Officer of Student Affairs.

Education and Certifications:
• A Bachelor's degree from an accredited institution of higher education is necessary.
• A Master's degree in Accounting or Business is preferred.
• At least 5 years of directly comparable experience is necessary.

Experience and Skills:

• Expertise in Excel, Word and PowerPoint is necessary.
• Skill in organizing resources and establishing priorities is necessary.
• Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community is necessary.
• Ability to analyze and interpret financial data and prepare financial reports, statements and/or projections is preferred.
• Ability to effectively communicate accounting information, policies, and/or procedures in a manner easily understood by the customer is preferred.
• Knowledge of finance, accounting, budgeting, and cost control procedures is preferred.