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The Senior Administrative Manager position is part of the Human Resources team of the School of Medicine Basic Science and requires expertise focused on HR. The position has responsibility for all aspects of personnel management for faculty, postdocs, lab personnel, administrative staff, research interns, and student workers in the assigned work units exercising discretion and independent judgement with respect to matters of significance. This position works collaboratively faculty, postdoctoral scholars, lab personnel, administrative staff, research interns, student workers, other internal HR team members and central office administration as needed.

About the Work Unit:

The Vanderbilt School of Medicine Basic Science (SOM-BS) Office of Human Resources (OHR) is a collective of human resources professionals assigned to oversee and provide support to staff, faculty, postdoctoral scholars, and students across all areas of Basic Sciences and is housed within the Dean’s Office

Duties and Responsibilities

Resource for HR Functions

• Maintain deep understanding of shifting HR policies and procedures and communicate causal connections and potential impact of changes to teammates.

• Interpret, implement and communicate compliance requirements, policies and procedures to staff as appropriate and direct them to resources for completion

• Work with the HR team lead to develop strategies and communications for implementing ongoing changes in HR policies and processes

• Participate in process improvement efforts surrounding SkyVU.

• Be a resource and provide guidance to Line Managers regarding all aspects of personnel management, including position reclassification, internal equity, performance

evaluation, performance management process, compliance requirements, VU identity management, absence management, leaves of absence and short-term disability.

• Work with line managers to address employee relation issues and position eliminations as they arise, always maintaining confidentiality.

• Collaborate with Engagement Consultant as needed for recommendations and solutions

• Respond to HR-related employee inquiries, providing solutions, reaching out to areas such as payroll and benefits on behalf of the employee, when appropriate and/or directing employees to a specific resource

Human Capital Management (HCM) Specialist

• As HCM Specialist, understand, maintain and update HR information in SkyVU

• Assist employees with self-service transactions in SkyVU as needed

• Review biweekly timecards, contacting line managers and employees as necessary regarding submissions, approvals and accuracy of reporting

• Process faculty transactions in Oracle such as hiring, promotions, leaves of absence and salary increases

• Remain well-informed of Oracle updates and changes

Staffing

• Consult with and advise Line Managers regarding staffing needs.

• Consult with HR Recruiter regarding staffing needs.

• Oversee fulfillment of staffing needs

o recruitment of staff through HR using Oracle Recruiting Cloud

o appointment of postdocs through the Office of Postdoctoral Affairs

o appointment of research interns and student observers through the Office of Biomedical Research Education & Training

o hiring of undergraduate student workers through Student Employment

• Ensure timely, smooth orientation/onboarding of all new hires.

Management of Appointed Positions

• Oversee appointments and re-appointments of Postdoctoral Scholars, Research and Trainees, Research Interns, and Student Observers (including minors)

• Work closely with Principal Investigators, the office of Postdoctoral Affairs, and the Office of Biomedical Research Education and Training to complete the appointment and

onboarding of Research Fellows, Research Trainees, Research Interns and Student Observers

• Obtain internal budget approval and chair approval for all appointments

• Communicate and ensure compliance with requirements for Placement of Minors in labs, including background checks, Protection of Minors training and consent forms

Annual Increases and Payroll Administration

• Oversee annual salary increases for faculty and staff in all work units supported by Pod 2.

• Ensure members within assigned work units are paid the correct amount and from the correct funding source(s).

• Obtain budget approval regarding funding source(s)

• Maintain an extensive understanding of Oracle HR functions and related connections with Oracle financial functions.

• As HCM Specialist, understand, maintain, and update HR and payroll information in Oracle.

Visa Administration

• Work with faculty to ensure that international staff obtain and maintain appropriate work authorization and visa documents to avoid deportation or unnecessary detainment in home country.

• Consult as needed with Employee Immigration Services, International Student & Scholar Services, and legal counsel.

• Communicate requirements and submit case initiation for H-1B, J-1, TN-1, E-3, Permanent Residency applications.

Supervisory Relationships

• This position does not have any direct supervisory responsibilities.

• This position reports to the Associate Director of Human Resources in the School of Medicine Basic Sciences

Qualifications

Education and Certifications

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

• A master’s degree in human resources, business administration, or a related field is preferred.

• Professional certification (e.g., SHRM-CP, PHR) is a plus.

Experience and Skills

• A minimum of 5-7 years of experience in an administrative or HR role is necessary.

• Experience in a senior administrative position is preferred.

• Strong organizational skills are necessary.

• The ability to prioritize and manage multiply assignments including competing deadlines is necessary.

• Excellent written and verbal communication skills are necessary.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) is necessary.

• Ability to handle sensitive information with confidentiality is necessary.

• Strong problem-solving, critical thinking and decision-making skills are necessary.

• Detail-oriented with a high degree of accuracy.

• Proactive and capable of working independently.

• Strong interpersonal skills and the ability to build relationships at all levels.

• Adaptability and resilience in a fast-paced environment.

• Experience in HR software such as Oracle is preferred.

• Knowledge of labor laws, HR best practices, and compliance regulations is preferred

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.