Associate Administrative Officer Position Available In Davidson, Tennessee

Associate Administrative Officer Vanderbilt University – 3.9

Nashville, TN Job Details Full-time Estimated:

$55.5K – $73.4K a year 23 hours ago Qualifications Microsoft Powerpoint Microsoft Excel Oracle ERP systems Mid-level Bachelor’s degree Budgeting 2 years Communication skills

Full Job Description Position Summary:

The Associate Administrative Officer is part of the finance team for Vanderbilt University’s Blair School of Music and the Vanderbilt Divinity School and is a key individual contributor responsible for the day-to-day operations of finance functions serving as a Financial Unit Manager (FUM) in the Oracle Cloud administrative system. This position provides financial unit management, and general guidance and assistance for staff and faculty, often performing in a liaison capacity. Reporting to the Chief Business Officer (CBO) of the schools, the Associate Administrative Officer interacts regularly with the faculty and staff in the Blair School and Divinity School, and with other FUMs across campus. Working closely with the Senior Administrative Officer, Finance (SAO) and Chief Business Officer, this position monitors systems and procedures to ensure compliance with accounting principles, University, State, and Federal regulations, and audit requirements, and serves as a key departmental contact on Vanderbilt policy and process questions. The Associate Administrative Officer reviews and approves all financial transactions for the Blair School and Divinity School and ensures that all transactions are recorded accurately and are in compliance with applicable university and departmental policies. The Associate Administrative Officer also performs essential operational and project management assignments as assigned. About the

Work Unit:

About the

Blair School of Music :

Situated on Vanderbilt Campus in the heart of Nashville, TN, the Blair School of Music is a vibrant and fast-paced school at Vanderbilt University, focused on the personal and professional education of highly talented young musicians who demonstrate exceptional artistic capacity and a motivation to help shape the world through music. The school has approximately 115 full and part-time faculty members and industry professionals who teach an estimated 260 music majors, 65 music minors and second majors, and 800 Blair Academy students (comprised of pre-college and adult students) https://blair.vanderbilt.edu/. Vanderbilt is a private research university in Nashville, Tennessee . It offers more than 70 undergraduate majors and a full range of graduate and professional degrees across 11 schools and colleges, all on a beautiful campus—an accredited arboretum—complete with athletic facilities and state-of-the-art laboratories. Vanderbilt is optimized to inspire and nurture cross-disciplinary research that fosters discoveries that have global impact. About the

Divinity School :

The Divinity School administrators and staff comprise a team committed to excellence in theological education.

From different composite areas:

admissions, community life, academics, special programming, communications, theological and religious library resources, and development and alumni relations, each person contributes to an innovative and collegial environment. The unit as a whole is committed to the mission of both the University and the Divinity School. We seek to lead the nation in the care, preparation, and professional qualification of our students to the religious and theological professions. In a global and multi-religious world, the Divinity school seeks to fulfill the following objectives: to engage in theological inquiry; to help persons prepare for the practice of Christian ministry and public leadership; to encourage personal and spiritual formation; to prepare agents of social justice; and to educate future scholars and teachers, locally and globally.

Key Functions and Expected Performance:

Financial Unit Manager (80%) Reviews, approves, and monitors all financial transactions for Blair and Divinity, including procurement requisitions, expense reports, travel reimbursements, and One Card expenses, ensuring compliance with Vanderbilt policies. Maintains an extensive understanding of the university’s chart of accounts and departmental use of Project Portfolio Management POET structure, including all relevant travel, expense and procurement policies. Maintains extensive understanding of institutional and departmental policies. Uses excellent professional judgment and integrity to evaluate the appropriateness of expenditures and possesses the maturity and confidence to address questionable transactions either directly or by escalating them, if needed. Ensures every component of a requisition or expense report is accurate prior to approval. Adopts best practices in the review and management of financial resources, addressing any needed changes or adjustments in a timely manner. Maintains big picture perspective, ensuring that all expenditures are evaluated to assess impact on departmental operational needs and financial goals. Tracks and reconciles all Blair operating expenditures regularly. Serves as the primary point of contact for all Procurement-related inquiries, providing guidance and support to faculty and staff on purchasing processes and policies. Assists with contract preparation, routing, and financial tracking for vendor engagements, performance-related agreements, and internal initiatives. Provides administrative and financial support for the Blair School’s Vanderbilt Opera Theatre to ensure budget, as well as manage, negotiate, and draft all contracts for Vanderbilt Opera Theatre including, but not limited to designer agreements and performance rights. Provides administrative and financial oversight for Blair Visiting Artist contracts and travel arrangements to ensure budget and payment processing in accordance with Vanderbilt policy and procedure. Reviews and approves ITS Software Store purchases to ensure the required software is available to our faculty and staff and assigned to the appropriate costing and maintains list of all software purchases for Divinity and Blair, whether from Software Store or purchased outside with VUIT collaboration. Supports the coordination and review of Non-Standard Business Agreements (NSBAs), working closely with university partners to ensure accuracy and compliance. Assigns student awards in the university’s tracking system and ensures accurate documentation for audit and reporting purposes. Reviews, processes, and tracks all student award disbursements in compliance with institutional guidelines, in coordination with the Office of Student Financial Aid. Oversees COA printing and expenses for Blair School faculty, staff, and students to ensure all copy and printing costs are allocated to the correct chart of accounts. Manages the One Card activities for Divinity and Blair to ensure all One Card transactions are aligned with the Vanderbilt policies and expenses within the required time limit. Assists Senior Administrative Officer, Finance with annual procurement training for faculty, staff, and student requestors to promote compliance and awareness of institutional procedures. Assists Senior Administrative Officer, Finance with recurring financial training sessions for faculty and staff on topics such as expense reporting, One Card reconciliation, and travel procedures. Develops, updates, and distributes procurement and travel guides, tip sheets, and process reminders to ensure ongoing clarity and adherence to evolving university policies. Collaborates with university Travel Services to communicate available travel credits and coordinate their application across departments. Reviews and distributes Payment-to-Payment (P2P) reports, identifying and resolving discrepancies to support accurate financial reconciliation. Acts as liaison with Blair accompanists, and ensures monthly timesheets are properly reported and payments are processed by Administrative Specialist. Attends monthly and quarterly Oracle and Procurement meetings/webinars and distributes information as appropriate. Provides training and guidance to student organization leaders on financial protocols, including payment processing, funding requests, and policy compliance. Operations (20%) Oversees day-to-day financial operations, serving as a key resource for troubleshooting issues, addressing policy questions, and implementing process improvements. Serves as primary day-to-day point of contact for the Blair School and Divinity School for policy, procedure, and process related to financial topics, elevating issues to the CBO as appropriate. Develops and/or updates day-to-day financial processes and internal procedures for Blair and Divinity, in partnership with the Chief Business Officer and Senior Administrative Officer, Finance and communicates them to relevant stakeholders. Notifies faculty and staff as needed regarding travel credits from Unused Ticket Report. Serves as the key trainer to Blair School and Divinity School faculty, staff, and students on Oracle Cloud systems and processes by creating, implementing, and providing training and ongoing support. Coordinates with staff, faculty, and students to deliver training, onboarding, and ongoing support for Oracle Cloud and finance-related platforms. Submits and tracks travel approval requests in accordance with institutional policy, maintaining accurate records for audit and reporting purposes. Serves as the primary steward of the Finance sections of the Blair and Divinity School websites, ensuring content is accurate, timely, and aligned with current practices. Serves as the point of contact for internal grant-related financial processes, following established guidelines and monitoring award usage. Approaches questions and concerns from faculty, staff, and students with courtesy and an emphasis on customer service ensuring inquiries are handled quickly, with an emphasis on teaching, and resolution is communicated timely. Assists in planning, coordinating, and managing special projects and process initiatives as assigned.

Supervisory Relationships :

This position does not have supervisory responsibility but does mentor staff and students on VU financial and School policies and procedures. This position reports administratively and functionally to the Chief Business Officer for the Blair School of Music and the Divinity School.

Education and Certifications:

A Bachelor’s degree from an accredited institution of higher education is necessary .

Experience and Skills :

2-4 years of comparable professional experience is necessary . Demonstrated ability to work in an environment requiring strong attention to detail is necessary . Demonstrated ability to work both independently and in a highly collaborative setting is necessary . Aptitude to solve problems in a timely manner and prioritize responsibilities appropriately is necessary . Excellent communication and interpersonal skills are necessary . Professionalism, maturity, and experience with the prudent handling of confidential and highly sensitive information is necessary . Ability to make administrative/procedural decisions and judgments is necessary . Ability to perform complex tasks and to prioritize multiple projects is necessary . Ability to provide technical advice and information to staff in area of expertise is necessary . Ability to analyze budgetary line items for compliance with budget guidelines is necessary . Expert Excel, Word and PowerPoint skills are necessary . Experience with Oracle or similar ERP systems, and familiarity with Vanderbilt policies and procedures, is preferred .