Vanderbilt University Business Operations Coordinator (Finance) in Nashville, Tennessee
Business Operations Coordinator (Finance) (Job Number: 1901223)
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.
Key Functions andExpected Performance
Accounting and finance duties:
Serves as procurement liaison for AVCF’steam, making all departmental purchases on behalf of the team using a varietyof purchasing processes (e-Catalog, payment card, Non-PO payment requests,etc.)
Develops tools and processes forbudgeting, tracking and forecasting all expenditures charged to AVCF’sfinancial units to facilitate monthly reporting as requested
Maintains an extensive understandingof SkyVU financial systems
Maintains an extensive understandingof the institution’s chart of accounts and departmental use of optionalsegments
Maintains extensive understanding ofinstitutional and departmental travel, expense and procurement card policies
Prepares monthly general ledgeraccount reconciliations timely and elevate issues to the AVCF.
Personnel management duties:
Position management for AVCF’s areas,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 maintaining Finance websiteusing OmniUpdate software, including making updates as requested andproactively ensuring the most accurate and timely information is available
Serves as initial point of contact foruniversity departments regarding various accounting and tax processes andsystems
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 for issueresolution for daily operations of the 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 shiftingcalendars to include scheduling and coordinating meetings, applying goodjudgment in determining priorities.
Coordinates logistical arrangementsfor meetings including space reservations, catering, audio/visual needs andequipment set-up
Coordinates and manages specialevents, as needed
Assists office manager in dailyoperations of the Finance office
This position does not have supervisory responsibility; this position reports administratively to the Finance Chief of Staff and functionally to the Associate Vice Chancellor for Finance & Controller and the Finance Chief of Staff.
- ABachelor’s degree from an accredited institution of higher education is required.
Experience and Skills
Atleast 2 years of relevant professional experience is necessary.
Excellentverbal and written communication skills are necessary.
Meticulousattention to detail is necessary.
Professionalattitude and considerable tact, persuasion and judgment in interactions withinternal and external constituents is necessary.
Demonstratedability to work in a team setting is necessary.
Willingnessto rapidly learn new skills when the situation demands it is necessary.
Abilityto take initiative, multi-task and work well under pressure is necessary.
Abilityto work independently and for multiple constituents is necessary.
Thoroughworking knowledge of Microsoft Office suite of products is necessary.
Demonstratedadvanced working knowledge of Microsoft Excel is preferred.
Abilityto quickly learn office technology and databases is preferred.
Comfortablewith new technological systems and upgrades as they arise is preferred.
About Vanderbilt University
Vanderbilt University, located in Nashville, Tennessee, is a top-15 private research university offering a full range of undergraduate, graduate and professional degrees. Vanderbilt is situated on a 330-acre campus near the thriving city center, serving more than 12,000 students and employing almost 7,000 faculty and staff. The university’s students, staff, 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. Vanderbilt was recently named as one of “America’s Best Large Employers” and the top employer in Tennessee and the Nashville metropolitan area in 2019 (Forbes).
About Vanderbilt Benefits
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.
Commitment to Equity, Diversity andInclusion
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: Administrative Professional Associates
Vanderbilt University is committed to principles of equal opportunity and affirmative action