The Administrative Officer [AO] is part of the Department Administrative Office at Vanderbilt University and is a leader responsible for overseeing the daily administrative, personnel & financial management activities for the department. This position provides specialist administrative services as appropriate in such areas as fiscal management; faculty, staff, or student affairs; & general business administration. Reporting directly to the Senior Administrative Officer [SAO] and functionally to the Department Chair, the Administrative Officer participates, with the Chair and the Associate Chair, in strategic & operational decision making as a member of the department's leadership team.
The Administrative Officer is responsible for day-to-day operational management of the department, including, but not limited to, implementation & management of personnel, payroll, purchasing, budgets, contracts/grants, & department operating policies & procedures. As the team leader of the business office, the AO is be responsible for supervision & management of administrative support staff, as well as oversight of department HR activities. The Administrative Officer is responsible for preparation of annual departmental budget recommendations, grant operating & proposal budgets, & fiscal review processes, as well as other duties as assigned.
The Department of Biological Sciences has an excellent staff to facilitate issue resolution involving personnel, financial management, supply and equipment orders proposal submission, and infrastructure. The faculty in the department carry out diverse research projects and often collaborate with other members within the department and in nearby departments.
The Department of Biological Sciences covers a broad spectrum of biology, from molecules and cells to tissues and organisms to populations and ecosystems. Award-winning faculty and graduate students teach and carry out research in Biochemistry, Structural Biology and Biophysics, Cell Biology, Genetics, Molecular Biology, Computational Biology, Evolutionary Biology, Ecology, Developmental Biology, and Neurobiology.
Duties and Responsibilities
Responsible for day-to-day operational management of the Biological Sciences Department as well as Interdisciplinary Neuroscience Program administration, including, but not limited to, implementation & management of personnel, payroll, purchasing, budgets, contracts/grants, & departmental operating policies & procedures.
Provides assistance & support to the Chair of the department in problem solving, project planning & management, & development & execution of stated goals & objectives
Works with Dean's office & evaluates, recommends & implements organizational task sets & allocations.
Serves as the primary point of administrative contact & liaison with other offices [including the Dean's office], individuals, & institutions on operational & programmatic matters concerning the department.
Provides assistance in the understanding & interpretation of University policies & procedures, as appropriate, & ensures that departmental operations are in compliance with policy provisions & standards.
Serves as departmental liaison to the Deans, VU schools, external departments, & funding agencies.
Personnel & Payroll
Administrative support staff supervision & management; the AO oversees administrative team lead positions, recruiting, hiring, evaluating & is responsible for departmental oversight of staff, postdoc & student personnel issues.
Serves as departmental Human Capital Management Specialist [HCM], processing faculty & other personnel record transaction management in ERP.
Primary administrative point & oversight for human resource activities including, but not limited to, payroll processing submissions for faculty [academic/summer], postdocs, staff, students & temporary employees.
Oversees submissions of job requisitions to Dean's office for posting & recruiting; ensures salary equity within department; works closely with line managers as well as new hires to explain processes & procedures related to payroll, timekeeping, benefits, time of [PTO], IT, email, parking, & access to departmental facilities.
Supervises the work of employees in supporting roles, including assigning workload & monitoring employee performance.
Provides administrative human resource/personnel support to labs & oversees departmental coordination with HR department as applicable.
Operational & Restricted Fiscal Administration
Reviews & approves operating budgets for awarded sponsored projects, grants, & contracts & the establishment of costing strings for projects with Research Finance Office.
Oversight of expenditure review processes, as well as closeout processes performed by Administrative Manager & Grants manager, including necessary expenditure correction procedures.
Oversight of review process of project expenditures to ensure that charges meet federal cost accounting guidelines for allowance/applicability, budget monitoring & discrepancy resolutions.
Oversees regular financial reporting provided to faculty & Chair.
Responsible for final review & submission of monthly departmental budget package to Chair & Dean's Office, including department operating fund activity, as well as all project & faculty funds.
Serves as a resource, conjunction with the Grants Manager, to departmental faculty & staff regarding Vanderbilt's implementation of federal rules & regulations that apply to expenditures & effort allocation for federally funded projects.
Maintains knowledge & understanding of pre- & post-grant award & contract administration including policies & regulations [internal & external]; along with the Department Grants Manager, works closely with Research Finance & Sponsored Programs Office [SPA].
Additional Duties as Assigned
This position does have supervisory responsibility: administrative & functional supervisor for the administrative core office staff, as well as indirect administrative supervisor for all Departmental staff & student employees; this position reports administratively & functionally to the Senior Administrative Officer of Science and functionally to the Department Chair.
A Bachelor's degree from an accredited institution of higher education, or the equivalent in experience, is necessary.
Three years of directly related experience is necessary.
Evidence of strong personnel management experience is necessary.
Proven strong interpersonal & communication [written/verbal] skills are necessary.
Demonstrated skilled budgeting & financial management are necessary.
Ability to use independent judgment & to manage & impart confidential information is necessary.
Demonstrated ability to analyze & solve problems in a time-efficient manner is strongly preferred.
Ability to plan, develop, & coordinate multiple projects is strongly preferred
Demonstrated ability to lead & train administrative staff is necessary.
Skills in the use of word processing, spreadsheet, & database software is necessary.
Ability to foster cooperative work environment is preferred.
Knowledge of general accounting principles is strongly preferred.
Knowledge of human resource administration policies principles, practice is necessary.
Familiarity with faculty cost share policies & procedures is preferred.
Knowledge of Vanderbilt University policies & procedures is strongly preferred.
Familiarity with Vanderbilt ERP [Oracle Cloud/SkyVU] as well as other VU systems is preferred.
Commitment to Equity, Diversity, and Inclusion At Vanderbilt University, we are intentional about and assume accountability for fostering advancement and respect for equity, diversity, and inclusion for all students, faculty, and staff. Our commitment to diversity makes us who we are. We have created a community that celebrates differences and lets individuality thrive. As part of this commitment, we actively value diversity in our workplace and learning environments as we seek to take advantage of the rich backgrounds and abilities of everyone. The diverse voices of Vanderbilt represent an invaluable resource for the University in its efforts to fulfill its mission and strive to be an example of excellence in higher education.
Vanderbilt University is an equal opportunity, affirmative action employer. Women, minorities, people with disabilities and protected veterans are encouraged to apply.
Please note, all candidates selected for an offer of employment are subject to pre-employment background checks, which may include but are not limited to, based on the role for which they have been selected: criminal history, education verification, social media review, motor vehicle records, credit history, and professional license verification.
Internal Number: 10000515
About Vanderbilt University
Vanderbilt University is a center for scholarly research, informed and creative teaching, and service to the community and society at large. Vanderbilt will uphold the highest standards and be a leader in the quest for new knowledge through scholarship, the dissemination of knowledge through teaching and outreach, and the creative experimentation of ideas and concepts. In pursuit of these goals, Vanderbilt values most highly intellectual freedom that supports open inquiry, equality, compassion, and excellence in all endeavors.