Vanderbilt University Business Operations Coordinator (Finance) in Nashville, Tennessee
Business Operations Coordinator (Finance) (Job Number: 1900358)
Vanderbilt University Finance seeks a Business Operations Coordinator to provide business support to the Associate Vice Chancellor for Finance (AVCF) and the Financial Operations and Planning team. Reporting to the Finance Chief of Staff, work includes general financial analysis, contract review and management, and administrative functions. Communication is a major component of the position, primarily with senior management, faculty and students within the university. Responsibilities include coordinating all aspects of the AVCF’s schedule, program management of the Business of VU curriculum and serving as an extension of the financial planning and analysis team. This individual will also coordinate complex and confidential issues and assume responsibilities in absence of more senior-level staff. The business operations coordinator will regularly be required to resolve problems independently and to effectively manage all aspects of the Financial Operations and Planning office.
The ideal candidate will be experienced in handling a wide range of business operations as well as executive support related tasks and will be able to work independently with little or no supervision. The ability to interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality is crucial to this role. Expert level written and verbal communication skills, strong decision-making ability and attention to detail are equally important.
Financial Operations and Planning (FO&P) is responsible for the business operation of Vanderbilt’s Academic Affairs areas. Academic Affairs has a $900 million budget and includes the university’s 10 schools as well as the Provost’s and Vice Provosts’ offices. The business operations coordinator will support the AVCF along with his team of accountants, financial analysts and business officers to facilitate the complex finance and administrative needs and requests of the faculty, staff and students. The team also includes the financial planning and analysis group, which manages the university-wide budgeting process and ad hoc financial analysis projects for the CFO, Chancellor and Board of Trust.
Duties and Responsibilities
Provide regular and ad-hocanalysis for financial and operational functions, supporting data-drivendecisions of the AVCF, CFO, Provost, Chancellor, and Board of Trust
Serve as program manager forBusiness of VU, an annual course offering for our faculty, students and staffto learn about the business operations of the university and higher educationas a whole. The program consists of approximately eight informative sessionsfocusing on the higher education model and how Vanderbilt operates to leverageresources in support of the academic mission.Responsibilities include:
Managing the applicationprocess (marketing, review, setting deadlines, notifications)
Coordinating development ofcourse materials
Communications to presentersand to participants
Scheduling rooms and AV needs
Coordinating certificates,surveys, feedback consolidation
Solicit and develop agendasfor FO&P-sponsored meetings
Manage employee serviceagreements (ESAs), non-sponsored billing agreements (NSBAs) and service-levelagreements between VUMC, the Provost’s office, academic units, and Finance.Responsibilities include:
Maintaining the master list ofESA and NSBAs
Reviewing requireddocumentation for ESA and NSBA billing
In coordination with FO&Pstaff, develop and maintain a website outlining ESA and NSBA process anddocumentation
Reconcile, audit, and reporton ESA and NSBA activity in coordination with VUMC counterparts
Coordinate annual operatingbudget meetings and documents.Compilesuniversity budget materials and creates the annual Chancellor’s budget binder
Position management forFO&P team, including working with the Finance HCM Specialist and HumanResources to facilitate new positions and post vacancies
Responsible for onboarding andoff-boarding of new and departing staff
General customer service,often serving as initial point of contact for Academic Affairs areas regardingvarious administrative and financial processes and systems
Coordinate preparation andversion control of documents, presentations, and information with CFO, AVCF,Chief of Staff, and Financial Planning and Analysis team
Primary resource for issueresolution for daily operations of Financial Operations and Planning
Handle confidential facultyand student information, which would have immediate negative impact on theuniversity operations, performance, or value if shared beyond its intendedaudience.
Coordinate busy and shiftingcalendars to include scheduling and coordinating meetings, applying goodjudgment in determining priorities.
Coordinate logisticalarrangements for meetings including space reservations, catering, audio/visualneeds and equipment set-up
Coordinate and manage specialevents, 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.
Demonstrated advanced workingknowledge of Microsoft PowerPoint 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