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Senior Administrative Officer

Vanderbilt UniversityNashville🇺🇸United States

Quick overview

SeniorityMid Senior
Employment typeFull Time
Work modeHybrid
LocationNashville, United States
OracleMicrosoft ExcelMicrosoft OfficeAuditingCPAERPComplianceData EntryPayrollProcurementSpecial Education

Job description

Position Summary:

The Administrative Officer is the lead administrative officer for the Peabody College Department of Special Education at Vanderbilt University and is a key financial manager responsible for providing excellent leadership in the areas of budget, grants, payroll/personnel, and business operations for the department. The Administrative Officer serves as Financial Unit Manager (FUM) for the department. Reporting operationally to the department chair and administratively to the Director of Finance and Administration, the Administrative Officer works with a broad spectrum of constituents, including the Dean’s Office, faculty, department administrators, program directors, staff, central administrative offices, consultants, and vendors.

About the Work Unit:

With a genealogy dating to a one-room Nashville schoolhouse in 1785, Peabody College today is a world-class college of education and human development. Our mission is to enhance the human condition, with a particular focus on children’s learning and development. We do this as we always have, through the preparation of teachers and leaders; through cycles of research, implementation, and refinement; through service to families, schools, and communities; and through external engagement with professionals, leaders, and policy-makers. Peabody’s focus on learning differences has helped to define the college, as has a reputation for empirical rigor in educational neuroscience; child, family, and community development; special education; the learning sciences; and educational leadership and policy. Peabody is devoted to creating opportunity in an increasingly diverse society and to solving large societal problems.

The mission of the Department of Special Education is to improve the lives of children and youth with disabilities by preparing exceptionally competent teachers and researchers, conducting research that informs and improves educational programs and behavioral interventions, and leading professional associations and advocacy for persons with disabilities. The department is committed to equipping students with diverse backgrounds and experiences to provide exceptional services and support to people with disabilities and their families.

A U.S. News & World Report top-ranked Special Education Program in the nation for more than a decade, the department has long been the vanguard both in research and in practice. It ranks first in scholarly production and leads in equipping special educators to deliver high-quality education for students with disabilities.

Key Functions and Expected Performance:

Financial Unit Manager:

  • Reviews and approves a high volume of purchases, payment requests, and employee expense reports. (Approximately $7MM of non-payroll expenses annually.)

  • Oversees a grant portfolio totaling approximately $18MM of expenditures per year, including numerous training grants and a vibrant, growing research enterprise.

  • Rejects inappropriate, incomplete, or erroneous payment requests, seeking additional information or clarification where needed.

  • Provides consulting and guidance to employees on Oracle, the payment process, and University policies and procedures. Sometimes requires tactful, delicate interaction with faculty members and/or coaching/mentoring of administrative staff.

  • Reviews contracts, invoices, and other legal and financial documents for appropriateness, accuracy, and completeness.

Personnel:

  • Oversees faculty, staff, and student payroll and personnel matters for a departmental workforce of approximately 360 faculty, staff, and students.

  • Provides consulting and guidance to department administrators on payroll, employee, and position management issues.

Financial and Operational Analysis:

  • Performs monthly budget vs. actual financial review, as needed.

  • Analyzes financial data, reconciles, and projects revenue and expenditures for department, grant, gift, endowment, and other project budgets.

  • Shepherds certain contracts and consulting agreements through procurement process and reviews/manages the business relationship during performance and invoicing.

Department Management and Compliance:

  • Maintains knowledge of all VU, Peabody, and departmental policies and procedures.

  • Coaches and mentors administrative and program staff on expenditure issues and policies.

  • Coordinates, leads, and participates in occasional staff training on financial and policy topics.

Supervisory Relationships:

This position has supervisory responsibility for staff members and student workers. The position reports functionally to the Chair of the Department of Special Education and administratively to the Director of Finance and Administration.

Education and Certifications:

A Bachelor’s degree from an accredited institution of higher education is necessary.

A Master’s degree from an accredited institution of higher education is preferred.

  • A CPA/CMA certificate is preferred.

  • A degree in accounting, finance, business administration, or similar is strongly preferred.

Experience and Skills:

  • At least five years of directly comparable experience is necessary.

  • Strong interpersonal and communication skills, both oral and written, are necessary.

  • Ability to work effectively with a wide range of constituencies in a diverse community is necessary.

  • Accurate data entry and records maintenance skills are necessary.

  • Knowledge of university and/or public accounting and auditing policies, standards, and procedures is necessary.

  • Strong Microsoft Office skills are necessary, especially Word and Excel.

  • Data management and analysis skills are necessary.

  • Ability to analyze budgetary expenditures for compliance with approved budget is necessary.

  • Oracle Cloud, Smart View, PBCS, and similar ERP system experience is strongly preferred.

Key Characteristics of a Successful Team Member in this Work Unit:

  • Problem Solver.

  • Timely and Responsive.

  • Dependable and Trustworthy.

  • Servant Leader.

  • Collaborative Team Player.

General Characteristics of a Successful Vanderbilt University Staff Member: ACCOUNTABILITY: Owns decisions, outcomes, work products, etc. that are within the scope of one’s role.

  • Works through Issues – Recognizes that the work is about successful outcomes, if things aren’t going well, outcomes suffer; is willing to have crucial conversations if things aren’t going well; doesn’t just complain to management… does everything possible to remedy the situation directly first

  • Reliable – Does what they say they will do, when they say they will do it; shows up for work when expected; doesn’t push the burden of work volume or deadlines to others

  • Integrity – Holds oneself accountable; takes responsibility for failures as well as successes, recognizes that trust is required to hold a team together

  • Acceptance of Feedback – Takes constructive criticism with grace, and makes improvements without taking it personally or holding grudges; when wrong, owns it – freely admits mistakes

COLLABORATION: Works inclusively to build trust and accomplish tasks, goals, and initiatives. Understands, anticipates, and appropriately responds to internal and/or external customers’ needs.

  • Optimism – Is friendly, tirelessly cordial, polite, and genial; comes in to work with a good attitude and doesn’t bring their own personal “little black clouds” into the work environment

  • Teamwork – Genuinely values teamwork and co-workers, makes them feel valuable and important by acknowledging what they do well; doesn’t expect from others effort that one is unwilling to do themselves, finds ways to acknowledge other’s strong suits

  • Honest and Transparent – Doesn’t have hidden agendas, doesn’t play people against each other; is authentic and forthright

  • Helpful Nature – Offers to help lighten the load for others in times of need; volunteers rather than waiting to be asked; understands that almost no one works in a silo and needs the help of others to do their job well; recognizes that by helping others first, others will likely reciprocate

COMMUNICATION: Provides information clearly and accurately in various settings, ensuring understanding and participation. Understands how best to present information to different audiences and understands how information may be perceived.

  • Shares – Shares information. Communicates proactively. Transmits knowledge; recognizes that “knowledge is power” is less effective than “sharing knowledge is power.” Asks for advice, and considers it thoughtfully

  • Is Nice – Asks caring, interested questions and is a good listener -- smiles and is grateful; sends appropriate notes of thanks to others who have helped; avoids gossip or saying negative things about co-workers; patient and generous; makes suggestions rather than stating hard and fast opinions. Avoids being negative, sarcastic, and cynical

  • Praises Publicly; Criticizes Privately – When dealing with a difficult co-workers or customers, “pretend your children are watching” how the situation is handled; good manners help keep a cool head; gives credit where credit is due

  • Responds Promptly – Recognizes that when emails and phone messages aren’t returned in a timely way, it sends the message that the other party is not important; responds even if just to acknowledge receipt and provide a timeframe by which the requester can expect a full response

DRIVE & GRIT: Is focused on professional excellence and strives to facilitate and support the same for colleagues in and outside their team, effectively manages through challenges and opportunities while seeking to understand and learn from professional experiences.

  • Perspective – Maintains a sense of humor and perspective; can laugh first and foremost at oneself

  • Raises the Bar – Expects and delivers excellence; is a creative problem solver; is proactive; welcomes input on making things better -- places a high value on learning and getting better

  • Resilience – Is resilient in the face of daunting challenges and setbacks; bounces back readily.

  • Adaptability – Reads cues and adapt accordingly; adjusts style and approach to accommodate the styles and needs of others; can anticipate and effectively de-escalate potential conflicts

  • ENGAGED: Appreciates the values and mission of the organization, works to contribute to the university, and understands how their work affects the university and university community.

    • Eager – Enthusiastic, wanting to learn, wanting to continue one’s personal and professional development and expertise

    • Hard-Working – Is industrious as well as efficient (busy isn’t the same as productive); can juggle multiple competing priorities simultaneously without becoming overwhelmed

    • Believes – Believes in the work being done and in the importance of the organization’s mission

    • Creative Thinking – Goes beyond the boundaries of the job description, willingly takes on new challenges, and finds creative solutions rather than always awaiting direct instructions

    JUDGMENT & PROFESSIONAL ACUMEN: Makes appropriate decisions and evaluates risk and uncertainty to create ideal outcomes, exhibits an eye for the macro and the micro, and works to ensure others are able to do the same.

    • Autonomous – Self-managing; self-motivated; manages time, activities and outcomes well so that progress stays on track; cleans up after themselves

    • Maturity -- Exhibits professional maturity; doesn’t pass the buck to dodge accountability; doesn’t engage in petty office politics or inappropriate social conduct

    • Detail-Oriented – Even small mistakes can create big issues; attention to detail work indicates care about the outcomes

    • Assumes the Best – Assumes that others are working as hard as you are on things that are as important as what you are working on; just because you don’t know what someone does, it doesn’t mean they’re not doing anything

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