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

Business Operations Coordinator (Finance) (Job Number: 1901222)

Description

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.

Financial Operations and Planning (FO&P) is responsible for the business operation of Vanderbilt’s Academic Affairs areas, including the university’s 10 schools and the Provost and Vice Provosts’ offices, as well as several administrative divisions, representing a total $1.2 billion expense budget. 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 (FP&A) group, which manages the university-wide budgeting process and ad hoc financial analysis projects for the CFO, Chancellor and Board of Trust.

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.

KEY FUNCTIONS AND EXPECTED PERFORMANCES

  • Provideregular and ad-hoc analysis for financial and operational functions, supportingdata-driven decisions of the AVCF, CFO, Provost, Chancellor, and Board of Trust

  • Serveas program manager for Business of VU, an annualcourse offering for our faculty, students and staff to learn about the businessoperations of the university and higher education as a whole. The programconsists of approximately eight informative sessions focusing on the highereducation model and how Vanderbilt operates to leverage resources in support ofthe academic mission. Responsibilities include:

  • Managingthe application process (marketing, review, setting deadlines, notifications)

  • Coordinatingdevelopment of course materials

  • Communicationsto presenters and to participants

  • Schedulingrooms and AV needs

  • Orderingcatering

  • Coordinatingcertificates, surveys, feedback consolidation

  • Solicitand develop agendas for FO&P-sponsored meetings

  • Manageemployee service agreements (ESAs), non-sponsored billing agreements (NSBAs)and service-level agreements between VUMC, the Provost’s office, academicunits, and Finance. Responsibilities include:

  • Maintainingthe master list of ESA and NSBAs

  • Reviewingrequired documentation for ESA and NSBA billing

  • Incoordination with FO&P staff, develop and maintain a website outlining ESAand NSBA process and documentation

  • Reconcile,audit, and report on ESA and NSBA activity in coordination with VUMCcounterparts

  • Coordinateannual operating budget meetings and documents.Compiles university budget materials and creates the annual Chancellor’sbudget binder

  • Positionmanagement for FO&P team, including working with the Finance HCM Specialistand Human Resources to facilitate new positions and post vacancies

  • Responsiblefor onboarding and off-boarding of new and departing staff

  • Generalcustomer service, often serving as initial point of contact for AcademicAffairs areas regarding various administrative and financial processes andsystems

  • Coordinatepreparation and version control of documents, presentations, and informationwith CFO, AVCF, Chief of Staff, and Financial Planning and Analysis team

  • Primaryresource for issue resolution for daily operations of Financial Operations andPlanning

  • Handleconfidential faculty and student information, which would have immediatenegative impact on the university operations, performance, or value if sharedbeyond its intended audience.

  • Coordinatebusy and shifting calendars to include scheduling and coordinating meetings,applying good judgment in determining priorities.

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

  • Coordinateand manage special events, as needed

Supervisory Relationships

This position does not have supervisory responsibility; this position reports administratively to the Chief of Staff and functionally to the Associate Vice Chancellor for Finance and the Chief of Staff.

Education and Certifications

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

Experience and Skills

  • At least 2 years of relevantprofessional experience is necessary.

  • Excellent verbal and writtencommunication skills are necessary.

  • Meticulous attention to detail isnecessary.

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

  • Demonstrated ability to work in ateam setting is necessary.

  • Willingness to rapidly learn newskills when the situation demands it is necessary.

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

  • Ability to work independently andfor 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 learn officetechnology and databases is preferred.

  • Comfortable with new technologicalsystems 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

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