Senior Administrative Officer

Vanderbilt University; Nashville (TN); On-site; USD 120,000 - 155,000; Full time

Job summary

Vanderbilt University seeks a Senior Administrative Officer (SAO) to lead financial planning, budgeting, HR strategy, and administrative operations across the Deputy Provost portfolio, including OLI, OAPRAA, Libraries, and the Press. The role reports to the Chief Business Officer and partners with campus leadership to drive strategic decision‑making and resource stewardship.

Responsibilities include workforce planning, internal controls, policy interpretation, and cross‑unit collaboration to

Qualifications

• Bachelor’s degree in a relevant field; Master’s preferred.
• At least 5 years of directly comparable experience.
• Strong proficiency in Excel, Word, and PowerPoint; familiarity with ERP systems.

Responsibilities

• Lead financial planning, budgeting, forecasting, and financial analysis across the Deputy Provost portfolio.
• Manage administrative operations and HR functions, including workforce planning and policy interpretation.
• Ensure compliance with university policies, accounting standards, and audit requirements; partner with central offices.

Skills

Financial Planning

Budgeting

HR Strategy

Operational Analysis

Stakeholder Collaboration

Policy Interpretation

Education

Bachelor's degree

Master's degree in Accounting or Business

Tools

Excel

Word

PowerPoint

Oracle ERP

Job description

Position Summary

The Senior Administrative Officer (SAO) is part of the Office of the Deputy Provost (ODP) at Vanderbilt University (the university). The SAO serves as a key contributor responsible for financial planning, administrative operations, and human resources functions across the Deputy Provost's portfolio, including the Office of Learning Innovation (OLI), the Office of Academic Program Review, Assessment and Accreditation (OAPRAA), the Jean and Alexander Heard Libraries (the Libraries), and Vanderbilt University Press (the Press).

Position Summary

The Senior Administrative Officer (SAO) is part of the Office of the Deputy Provost (ODP) at Vanderbilt University (the university). The SAO serves as a key contributor responsible for financial planning, administrative operations, and human resources functions across the Deputy Provost's portfolio, including the Office of Learning Innovation (OLI), the Office of Academic Program Review, Assessment and Accreditation (OAPRAA), the Jean and Alexander Heard Libraries (the Libraries), and Vanderbilt University Press (the Press). Reporting directly to the Chief Business Officer (CBO), the SAO partners closely with university leadership to support strategic decision‑making through budget development, financial forecasting, workforce planning, and operational analysis. The position provides guidance and consultation on financial, administrative, and human resources matters, serving as a liaison between portfolio leadership and central university offices. SAO provides leadership and guidance on a broad range of human resources functions, including talent management, organizational planning, employee relations, recruitment, policy interpretation, and workforce strategy. The SAO collaborates with managers and leaders to support organizational effectiveness and advance strategic priorities. Working closely with the CBO, Deputy Provost, and other university stakeholders, the SAO helps develop, implement, and monitor financial and administrative processes to ensure compliance with university policies, accounting standards, state and federal regulations, and audit requirements. The position serves as a primary resource on institutional policies and administrative practices and regularly partners with leaders across the university to support effective stewardship of university resources and the achievement of organizational goals.

About The Work Unit

ODP provides leadership and administrative support for a diverse portfolio of academic and operational units that advance Vanderbilt University’s mission of teaching, learning, research, and scholarship. The Deputy Provost’s units support academic excellence across the university through innovative teaching and learning initiatives, institutional assessment and accreditation activities, scholarly communication and publishing, stewardship of research resources, and the advancement of student, faculty, and institutional success. The portfolio serves a broad constituency of faculty, staff, students, alumni, and external partners and plays a critical role in fostering a culture of continuous improvement, innovation, and academic achievement. ODP Provost promotes collaboration across units to strengthen institutional effectiveness, support strategic priorities, and ensure Vanderbilt remains a leader in higher education. Through its collective work, the portfolio advances scholarship, expands access to knowledge, enhances learning experiences, and supports the university’s commitment to excellence in research, education, and service.

Key Functions And Expected Performance

Strategic Financial and Resource Management

• Provides key support for financial planning, resource allocation, and fiscal stewardship across the Deputy Provost's portfolio, ensuring alignment with university priorities and strategic objectives
• Partners with the Chief Business Officer, Deputy Provost, and unit leaders to develop annual operating budgets, multi-year financial plans, and recurring forecasts
• Analyzes financial performance, identifies emerging trends and risks, and provides recommendations to support informed decision‑making and long‑term sustainability
• Oversees financial administration and internal controls, ensuring compliance with university policies, accounting standards, sponsor requirements, and applicable state and federal regulations
• Reviews and evaluates significant financial transactions, commitments, and expenditures to ensure responsible stewardship of university resources
• Oversees the development, review, and administration of contracts, service agreements, memoranda of understanding (MOUs), and other business arrangements, ensuring compliance with university policies and effective management of financial and operational risk
• Reviews and provides financial oversight of grant proposal budgets and sponsored projects in partnership with the Grants Manager, principal investigators, and respective unit leadership
• Identifies opportunities to improve financial processes, reporting, and operational efficiency across the portfolio

Human Resources and Organizational Effectiveness

• Serves as the human resources liaison for the Deputy Provost's portfolio, providing consultation on human resources strategy, workforce planning, and organizational effectiveness
• Partners with leadership to support talent acquisition, succession planning, employee engagement, retention strategies, and workforce development initiatives
• Advises managers and supervisors on employee relations matters, performance management, organizational change, policy interpretation, and employment practices
• Collaborates with university partners to ensure compliance with applicable employment laws, university policies, and human resources procedures
• Reviews organizational structures, position classifications, and compensation recommendations to support equitable and effective workforce management
• Tracks and analyzes financial variances related to workforce trends (vacancies, promotions, etc.) to inform decision‑making related to recruitment, retention, professional development, and organizational planning
• Partners with leadership to address complex personnel matters and recommend appropriate actions consistent with university policies and values
• Supports the merit review and performance management process across units

Administrative Operations and Compliance

• Provides administrative leadership and operational oversight across the Deputy Provost's portfolio, ensuring effective coordination and alignment among supported units
• Partners with the Deputy Provost, Chief Business Officer, and unit leaders to advance strategic priorities through the development, implementation, and assessment of administrative and operational initiatives
• Develops, implements, and evaluates administrative policies, procedures, and business practices to ensure consistency, efficiency, and compliance with university standards
• Serves as a key liaison between portfolio leadership and central university offices, fostering collaboration and facilitating the resolution of complex administrative and operational matters
• Coordinates and supports compliance, audit, accreditation, assessment, reporting, and risk management activities, as applicable across the portfolio
• Monitors evolving university policies, regulatory requirements, and industry best practices and recommends operational changes as needed to ensure compliance and mitigate risk
• Identifies opportunities to enhance operational effectiveness, improve service delivery, and optimize the use of organizational resources
• Leads special projects and strategic initiatives on behalf of the Deputy Provost, Chief Business Officer, and portfolio leadership, coordinating efforts across units
• Promotes collaboration, communication, and consistency across the portfolio while recognizing and supporting the unique missions and operational needs of individual units
• Exercises independent judgment and discretion in managing sensitive, confidential, and complex administrative matters impacting the portfolio and the university

Supervisory Relationships

This position supervises two exempt staff members; this position reports administratively to the CBO of the Libraries.

Required Education, Experience And Certifications

• A Bachelor’s degree from an accredited institution of higher education is necessary.
• A Master’s degree in Accounting or Business is preferred.
• At least 5 years of directly comparable experience is necessary.

Preferred Experience And Skills

• 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.
• Expert Excel, Word and PowerPoint skills are necessary.
• Experience in a library or multi-location operation is preferred.
• Experience with Oracle or similar ERP systems, and familiarity with Vanderbilt policies and procedures, is preferred.