Job Information
Vanderbilt University Associate Administrative Officer, School of Engineering in Nashville, Tennessee
The Associate Administrative Officer is an integral part of the Vanderbilt School of Engineering Deans Office (VUSE). This position will serve as a liaison between the School’s Work Units and the School Dean’s Office as well as support for those in administrative lead positions. As an Associate Administrative Officer, this position reviews and processes all Human Capital Management transactions for various work units within the School of Engineering. Duties require a strong exercise of independent judgment, attention to detail, initiative, and the ability to make decisions relative to the school’s operations and academic mission. The position will function with a high degree of understanding of university life, policies, and procedures.
The Vanderbilt School of Engineering is internationally recognized for the superior quality of its research and education programs in selected fields of engineering. The school prepares students to become leaders and innovators in solving increasingly challenging and significant problems. The school strives to meet the undergraduate education portion of its mission by offering these degree programs in fields of engineering relevant to the needs of society. An objective of these programs is to provide a technical education integrated with strong humanities, fine arts, and social sciences subject matter to provide the requisite foundation for life-long learning. The availability of second majors and minors in subject areas in other schools and colleges of the university increases opportunities for engineering students to enhance their education by pursuing studies in the non-technical disciplines.
Duties and Responsibilities
VUSE Hiring, Recruitment and Onboarding:
Resource and Point person for new work unit positions and replacements for assigned work units. Duties to include:
Candidate review and response in timely manner
Strategy Sessions and social media posts
Work with talent central on references, verbal, and formal offers
Onboarding for faculty, staff, postdocs, and interns/visitors
Develop and manage personnel administration:
Serves in Human Capital Management (HCM) specialist role for assigned work units
Display an awareness of and urgency around meeting hard deadlines
Maintain confidential personnel records for professional and non-professional staff
Works with lead administrative staff to update HR information in Oracle
Reviews staff and student payroll on a monthly basis to confirm accuracy
Reviews faculty titles and payroll on a quarterly basis to confirm accuracy
Possesses and develops expertise in faculty and staff HR life cycle, from onboarding to retirement
Advises faculty and staff on routine HR processes and identifies more complex situations that require the involvement of the business officer or HR administrator for the school
Assists employees with self-service transactions, as needed
Identifies and understands the connections between policies and procedures and the resulting impact on employees and communicates in advance of any impact
Maintains an extensive understanding of Oracle HR functions and related connections with Oracle financial functions
Enters routine and additional payroll elements
Serves as the area resource on absence reporting
Interpret and communicate policies and procedures established at School and University levels to departmental staff
Understands and processes:
Paid and unpaid leaves for both faculty and staff
Award compensations for faculty, staff, and students
Non-employment/stipend assignments
Expense assignments
Prepare reports as needed for review
Assist with annual performance reviews and staff raises for VUSE
Assists FMLA transactions
Backup for HCM transactions
Assist with payroll issues
Resource for Departmental administrator positions (graduate program coordinators, administrative managers, and similar roles):
Develop VUSE procedures with departmental input
Hold Open Office Hours/Labs
Have a thorough understanding of the systems, processing, and procedures
Train personnel in departmental systems and procedures
Communication and collaboration
Build and maintain strong working relationships both within the school and with centralized Human Resources team members
Develop, interpret, and implement procedures for general departmental function, assuring that all policies conform to university guidelines
Provide support for other HCM’s within VUSE
Work independently on projects
Initiate and lead efforts to achieve effective communication with VUSE work units
Participate in recurring meetings and trainings to keep up to date on all school and institutional policies/procedures and to disseminate new information to work units
Adapt easily to changes in technology and process
Have a “get the job done” attitude; accept responsibility; address problems rather than allowing unresolved issues to linger; model willingness to contribute above and beyond the call of duty
Display self-awareness and feel comfortable asking for help/guidance when needed
Self-driven, work independently with minimal oversight/instruction
Assist with VUSE Staff Resource/Faculty Resource webpage, One notebook, teams
Other tasks as assigned
Supervisory Relationships: This position does not have supervisory responsibility; this position reports administratively and functionally to the Associate Director of Administration – Human Resources.
Qualifications
A bachelor’s degree, preferably in Human Resources or Management, is required. A master’s degree is preferred.
A minimum of 1-2 years of experience is required. Three years of experience in a deadline driven position, is preferred.
Meticulous attention to detail and auditing skills is required.
Strong organization and communication skills is required.
Strong data processing skills, with minimal errors is required.
Strong typing and 10-key skills are preferred.
Vanderbilt experience and Oracle experience are preferred.
Finance knowledge/experience is preferred.
Intermediate Excel skills are 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.
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