Research Finance & Administration Specialist

Vanderbilt University; Franklin (TN); On-site; USD 80,000 - 105,000; Full time

Job summary

Vanderbilt University in Nashville, TN, seeks an Associate Administrative Officer to oversee the financial management of assigned departments, faculty portfolios, and sponsored and non‑sponsored projects. The role emphasizes accuracy, compliance, and strategic financial planning to support scientific research and academic priorities.

The successful candidate will produce monthly forecasts, monitor expenditures, coordinate budget development, and collaborate with central offices to resolve

Qualifications

• Bachelor's degree in business, finance, accounting, or a related field.
• Minimum of four years of progressively responsible experience in financial management, research administration, accounting, or a related field.
• Experience managing sponsored research finances in a higher education, academic medical center, or comparable complex organization preferred.
• Advanced proficiency in Microsoft Excel and proficiency in Word and PowerPoint are required.
• Experience with Oracle Cloud or a comparable enterprise resource planning system is preferred.
• Demonstrated ability to analyze complex financial information, anticipate problems, develop sound recommendations, and carry corrective actions through completion.

Responsibilities

• Independently manages the financial administration of assigned departments, faculty portfolios, and sponsored and non-sponsored projects, maintaining a comprehensive view of current performance, future commitments, and operational priorities.
• Develops, analyzes, and presents monthly financial and forecast reports for faculty and departmental leadership; evaluates salary, fringe, and non-salary activity and communicates financial position, risks, trends, and recommended actions.
• Ensures salary and fringe expenses are charged appropriately and proactively identifies deficits, unallowable or misallocated expenses, funding gaps, and other discrepancies. Leads research, resolution, and follow-through on corrective actions.
• Prepares and reviews recurring financial reports, including effort, project, and portfolio reports, and develops ad hoc analyses to support leadership decisions and departmental planning.
• Evaluates, prepares, submits, and monitors retroactive cost transfers and other salary and non-salary corrections. Confirms transactions post accurately and maintains appropriate supporting documentation.
• Reviews final financial reports and closeout data for accuracy and appropriateness; reconciles departmental records with Research Finance and works with faculty, the Administrative Officer, and central offices to resolve differences and ensure expenditures are allocable, allowable, reasonable, and consistent with project aims.

Skills

Advanced Excel

Microsoft Word

Microsoft PowerPoint

Financial controls

Budgeting

Forecasting

Education

Bachelor’s degree in business, finance, accounting, or related field

Tools

Oracle Cloud

Job description

Vanderbilt University in Nashville, TN, seeks an Associate Administrative Officer to oversee the financial management of assigned departments, faculty portfolios, and sponsored and non‑sponsored projects. The role emphasizes accuracy, compliance, and strategic financial planning to support scientific research and academic priorities.

The successful candidate will produce monthly forecasts, monitor expenditures, coordinate budget development, and collaborate with central offices to resolve