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Vanderbilt University Business Operations Coordinator (Finance) in Nashville, Tennessee

Business Operations Coordinator (Finance) (Job Number: 1900357)

Description

The Business Operations Coordinator 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, and Tax teams reporting to the AVCF. Communication is a major component of the position, primarily with staff and senior management within the university, and the university’s external audit partners. Responsibilities include budgeting and forecasting for the AVCF’s three financial units, personnel management for the Accounting, Financial Reporting and Tax staff, and ad hoc accounting assignments. This individual will also coordinate complex and confidential issues and assume responsibilities in absence of more senior-level staff. This position requires a deep understanding of the operations and financial landscape of the AVCF’s areas of responsibility as well as institutional financial policies and procedures.

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

Accounting and finance duties:

  • Serves as procurement liaisonfor AVCF’s team, making all departmental purchases on behalf of the team usinga variety of purchasing processes (e-Catalog, payment card, Non-PO paymentrequests, etc.)

  • Develops tools and processesfor budgeting, tracking and forecasting all expenditures charged to AVCF’sfinancial units to facilitate monthly reporting as requested

  • Maintains an extensiveunderstanding of SkyVU financial systems

  • Maintains an extensiveunderstanding of the institution’s chart of accounts and departmental use ofoptional segments

  • Maintains extensiveunderstanding of institutional and departmental travel, expense and procurementcard policies

  • Prepares monthly generalledger account reconciliations timely and elevate issues to the AVCF.

Personnel management duties:

  • Position management for AVCF’sareas, including working with the Finance HCM Specialist and Human Resources tofacilitate new positions and post vacancies

  • Responsible for onboarding andoff-boarding of new and departing staff

  • Maintains AVCF’s confidentialpersonnel files

General administrative duties:

  • Responsible for maintainingFinance website using OmniUpdate software, including making updates asrequested and proactively ensuring the most accurate and timely information isavailable

  • Serves as initial point ofcontact for university departments regarding various accounting and taxprocesses and systems

  • Coordinates preparation andresponsible for version control of documents, presentations, and informationwith CFO, AVCF and Chief of Staff

  • Communicates, implements,interprets, and revises goals, policies and procedures as appropriate

  • Serves as primary resource forissue resolution for daily operations of the AVCF’s teams

  • Handles confidentialinformation, which would have immediate negative impact on the universityoperations, performance, or value if shared beyond its intended audience.

  • Coordinates busy and shiftingcalendars to include scheduling and coordinating meetings, applying goodjudgment in determining priorities.

  • Coordinates logisticalarrangements for meetings including space reservations, catering, audio/visualneeds and equipment set-up

  • Coordinates and managesspecial events, as needed

Profile of an Ideal Candidate

  • A Bachelor’s degree from anaccredited institution of higher education is required.

  • At least 2 years of relevantprofessional experience is necessary.

  • Excellent verbal and writtencommunication skills are necessary.

  • Meticulous attention to detailis necessary.

  • Professional attitude andconsiderable tact, persuasion and judgment in interactions with internal andexternal constituents is necessary.

  • Demonstrated ability to workin a team setting is necessary.

  • Willingness to rapidly learnnew skills when the situation demands it is necessary.

  • Ability to take initiative,multi-task and work well under pressure is necessary.

  • Ability to work independentlyand for multiple constituents is necessary.

  • Thorough working knowledge ofMicrosoft Office suite of products is necessary.

  • Demonstrated advanced workingknowledge of Microsoft Excel is preferred.

  • Ability to quickly learnoffice technology and databases is preferred.

  • Comfortable with newtechnological systems and upgrades as they arise is preferred.

About Vanderbilt Benefits

In addition to offering a lively community that encourages learning and celebrates diversity, Vanderbilt University offers a competitive, flexible benefits package including health, dental, vision, life, accidental death & dismemberment, disability insurance, paid time off, and a 403(b) retirement plan with employer match. Vanderbilt offers tuition assistance to employees, spouses and dependent children. Also, after five years of service, Vanderbilt will pay up to 55% of the tuition for up to three dependent children to earn a bachelor's degree. Learn more about Vanderbilt's benefits at VUBenefits Overview at https://hr.vanderbilt.edu/benefits/6.1.17BenefitsOverview-Candidate-.pdf .

About Vanderbilt University

Vanderbilt is a renowned private institution founded in 1873 and located in the heart of Nashville, Tennessee. The university’s students and faculty frequently cite Nashville and the surrounding area as one of the many perks of being a part of the Vanderbilt community. Vanderbilt University is a place where your expertise will be valued, your knowledge expanded, and your abilities challenged. It is a place where your diversity is sought and celebrated. It is a place where employees know they are part of something bigger than themselves, take exceptional pride in their work and never settle for what was good enough yesterday. Vanderbilt was recently ranked #2 for “best quality of life” and “great financial aid,” #5 for “best run colleges” and “beautiful campus,” and #6 for both being in a “college city that students love” and having “great campus/city relations.”

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.

Vanderbilt University is an equal opportunity, affirmative action employer. Women, minorities, people with disabilities and protected veterans are encouraged to apply.

Primary Location: United States-Tennessee-Nashville

Organization: 44000 - Finance: Office of the Vice Chancellor

Job: Fiscal Affairs Professionals

Vanderbilt University is committed to principles of equal opportunity and affirmative action

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