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The Administrative Coordinator is part of the Computer Science within the School of Engineering (VUSE) at Vanderbilt University. The position supports various financial and operational aspects of the department, including costing and budgeting for PhD students, managing grader hiring and compensation, assisting with procurement and travel logistics, and providing financial coaching for student groups.

The position will function with a high degree of understanding of University life, policies, and procedures.

Computer scientists are actively involved in developing breakthrough technologies from software for mobile devices to artificial intelligence and machine learning and from cybersecurity to smart healthcare systems that transform every aspect of our lives. The Computer Science department offers an accredited undergraduate degree in computer science. At the graduate level, we offer M.S. and Ph.D. degree programs in computer science. Our undergraduate and graduate curricula are constantly refined to meet real-world demands and today's rapid changes in technology with a goal to provide students with the skills required for addressing the challenges of the 21st century. Prevalent throughout the department is an interdisciplinary approach to teaching and research to enhance the exchange of ideas.

Duties and Responsibilities

PhD Student Costing (25%)

• Responsible for costing for PhD students

• In conjunction with post award grant manager and PIs, assist in determining correct costing allocations

PhD Student Award Entry into Smart Pages (5%)

• Enter PhD student awards into the Smart Pages system

• Ensure timely and accurate data entry

Assist Grader Hiring, Costing, Zero Salary, Timesheets (15%)

• Assist with hiring and onboarding of graders

• Calculate and manage grader compensation

• Process zero salary appointments

• Oversee timesheet submission and approval

PhD Student Cost Transfers (RCT/Journals) (15%)

• Process cost transfers related to PhD student salaries and expenses

• Ensure transfers are accurate and properly documented

• Liaise with central finance to resolve any issues

Procurement (25%)

• Assist with procurement processes and procedures

• Obtain quotes and bids for goods and services

• Process purchase orders and invoices

• Maintain procurement records and documentation

Assist with PSA Drafts and Submissions (5%)

• Help draft and submit Personnel Services Agreements (PSAs)

• Ensure PSAs are completed accurately and on time

• Track PSA status and communicate with stakeholders

Assist w/Grad Student Events (Recruiting & Orientation, NSF Fellows) (15%)

• Support graduate student recruitment, orientation, and events for NSF Fellows

• Coordinate logistics, budgets, and attendee RSVPs

• Provide on-site support during events

Department event budgeting and financial planning (5%)

• Responsible for budgeting and financial planning for department events

• Develop event budgets and track expenditures

• Provide financial reporting and analysis

Student/Recruit Travel Logistics and Reimbursements (5%)

• Manage travel logistics and reimbursements for students and recruits

• Book travel arrangements and process expense reports

• Ensure compliance with university travel policies

Financial Coach for Student Groups (5%)

• Provide financial coaching and guidance to student groups

• Help student groups develop and manage their budgets

• Offer training on financial best practices

Other Duties as Assigned (5%)

• Perform other duties as assigned by the department

• Provide administrative support as needed

• Collaborate with colleagues to ensure department operations run smoothly

Qualifications

• Problem-solving skills and the ability to be flexible are required.

• A bachelor’s degree, with a preference in finance, accounting, or business, is strongly preferred.

• Procurement training and/or experience is preferred.

• Strong administrative support skills

• Excellent organizational and time management skills

• Excellent written and verbal skills

• Outstanding attention to detail

• Intermediate Excel skills

  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. 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.

  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.