Associate Administrative Officer

Vanderbilt; Nashville (TN); On-site; USD 65,000 - 90,000; Full time

Job summary

The Associate Administrative Officer at Vanderbilt University coordinates financial unit management and human capital management activities within the College of Connected Computing. You will work with leadership to ensure accurate, compliant financial and HR processes across the college.

You will partner with the Senior Associate Business Officer and Director of People Operations to manage Oracle transactions, monitor budgets, and provide guidance to faculty and staff while supporting

Qualifications

• Bachelor's degree or equivalent combination of education and experience.
• 4+ years of relevant experience with 2+ in financial operations or human resources, and administrative management.
• Experience working with Oracle financial and/or HCM systems.
• Knowledge of university financial, HR, and/or grant policies and procedures.
• Experience in higher education or a similarly complex organizational environment.

Responsibilities

• Review and approve financial transactions in Oracle, including procurement requisitions, travel and expense reports, procurement card activity, and intercompany transactions.
• Partner with the Senior Associate Business Officer to evaluate expenditures and ensure appropriate use of funds.
• Coordinate and execute Oracle HCM transactions across the employee lifecycle for students, faculty, and staff.
• Prepare and provide financial reports to Principal Investigators, as needed.
• Support departmental grant administration activities and ensure compliance with grant policies.

Skills

Interpersonal communication

Attention to detail

Analytical problem-solving

Time management

Education

Bachelor's degree or equivalent

Tools

Oracle Financial/HRIS

Job description

The Associate Administrative Officer is a key member of the College of Connected Computing (CCC) at Vanderbilt University, responsible for managing and executing financial unit management (FUM) and human capital management (HCM) operations. Reporting to the Senior Associate Business Officer, this role ensures the accuracy, compliance, and efficiency of financial and HR processes across the College.

This position serves as an operational partner to leadership, faculty, and staff, supporting day-to-day financial and personnel transactions while maintaining alignment with university policies and procedures.

The role requires strong judgment, attention to detail, and the ability to manage complex administrative processes in a dynamic and rapidly evolving environment.

The College of Connected Computing is Vanderbilt's first new college in 40 years and is in the early stages of building its academic and administrative structure. The College advances interdisciplinary research and expands computing education through a 'computing for all' approach.

As CCC grows, the Business Office plays a critical role in supporting financial operations, workforce management, and administrative infrastructure. This position is essential to ensuring accurate, compliant, and efficient execution of financial and HR processes across the College.

Duties and Responsibilities

Financial Unit Management (FUM)

• Review and approve financial transactions in Oracle, including procurement requisitions, travel and expense reports, procurement card activity, and intercompany transactions
• Maintain strong working knowledge of Vanderbilt's Oracle financial system, including chart of accounts and Project Portfolio Management (PPM) structures
• Interpret and apply university expense and procurement policies; establish and communicate departmental processes in response to policy updates
• Partner with the Senior Associate Business Officer to evaluate expenditures and ensure appropriate use of funds
• Ensure accuracy, completeness, and compliance of all financial transactions prior to approval
• Participate in university-wide FUM meetings, trainings, and roundtable discussions to remain current on policies and best practices

Department Budget and Financial Support

• Partner with the Senior Associate Business Officer to monitor and maintain the College's annual budget
• Provide support and guidance to faculty and staff on financial tools, expense processes, and compliance requirements
• Assist in identifying and resolving financial discrepancies or issues as they arise

Human Capital Management (HCM)

• Partner with the Director of People Operations to coordinate and execute Oracle HCM transactions across the employee lifecycle, including hires, rehires, job changes, transfers, and terminations for students, faculty, and staff
• Initiate and manage transactions within Oracle HCM, ensuring data accuracy and adherence to established approval workflows
• Monitor transaction status, proactively track approvals and resolve errors or rejections to ensure timely completion
• Serve as a key point of contact for departments, providing guidance on transaction entry and required documentation, and process timelines
• Troubleshoot Oracle HCM issues in collaboration with HRIS and central HR teams to resolve discrepancies
• Run and interpret Oracle HCM reports to support operational decision-making and leadership requests
• Collaborate with Payroll, Benefits, and Finance teams to ensure accurate downstream processing of HCM transactions
• Identify opportunities to improve HCM workflows and support continuous process improvement initiatives

Grant and Research Administration Support

• Support CCC Grants Managers with departmental grant administration activities
• Prepare and provide financial reports to Principal Investigators, as needed
• Assist in ensuring compliance with grant-related financial policies and procedures

Operational Support and Continuous Improvement

• Contribute to the development and refinement of financial and HR processes to improve efficiency and consistency
• Maintain documentation of processes, procedures, and best practices
• Support special projects and additional duties as assigned

Supervisory Relationships

This position does not currently have supervisory responsibility. The role reports administratively and functionally to the Senior Associate Business Officer, with a dotted-line relationship to the Director of People Operations.

Qualifications

• Bachelor's degree from an accredited institution or an equivalent combination of education and relevant experience
• 4+ years of relevant experience with 2+ in financial operations or human resources, and administrative management
• Experience working with Oracle financial and/or HCM systems
• Knowledge of university financial, HR, and/or grant policies and procedures
• Experience in higher education or a similarly complex organizational environment
• Strong attention to detail and ability to manage complex processes with accuracy
• Ability to prioritize multiple tasks and meet deadlines in a fast-paced environment
• Strong analytical and problem-solving skills
• Excellent interpersonal and communication skills
• Ability to exercise sound judgment in administrative and procedural decision-making

ABOUT US

At Vanderbilt University , our work - regardless of title or role - is in service to an important and noble mission in which every member of our community serves in advancing knowledge and transforming lives on a daily basis. Located in Nashville, Tennessee, on a 330+ acre campus and arboretum dating back to 1873, Vanderbilt is proud to have been named as one of "America's Best Large Employers" as well as a top employer in Tennessee and the Nashville metropolitan area by Forbes for several years running. We welcome those who are interested in learning and growing professionally with an employer that strives to create, foster and sustain opportunities as an employer of choice. We understand you have a choice when choosing where to work and pursue a career. We understand you are unique and have a story. We want to hear it.

Vanderbilt University is an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran, or any other characteristic protected by law.