Administrative Manager - Biological Sciences

The Administrative Manager is part of the administrative staff in the Department of Biological Sciences in the College of Arts and Sciences, Division of Natural Sciences at Vanderbilt University and is a direct support for departmental Administrative Officer and Departmental Chair as well as works with members of the faculty, postdocs, staff, and students to ensure the day-to-day operational needs of the department are efficiently met. The Administrative Manager is also responsible for HR and financial functions of the department. Reporting directly to the Administrative Officer in Biological Sciences and indirectly to the Department Chair, this position will engage with a wide range of colleagues/coworkers, e.g. faculty, postdocs, students, and administrative staff in various departments/central offices.

The Department of Biological Sciences has an excellent staff to facilitate issue resolution involving personnel, financial management, supply and equipment orders proposal submission, and infrastructure. The faculty in the department carry out diverse research projects and often collaborate with other members within the department and in nearby departments. This department covers a broad spectrum of biology, from molecules and cells to tissues and organisms to populations and ecosystems. Award-winning faculty and graduate students teach and carry out research in Biochemistry, Structural Biology and Biophysics, Cell Biology, Genetics, Molecular Biology, Computational Biology, Evolutionary Biology, Ecology, Developmental Biology, and Neurobiology.

Duties and Responsibilities

• Assists Administrative Officer by participating in planning and budget preparations and communicating budget calendar and process
• Hiring manager for department research staff positions
• Uses professional judgment and integrity to evaluate the appropriateness of expenditures and addresses questionable transactions
• Financial Unit Management
  • Approves all financial transactions for the Department in Oracle, including procurement requisitions, travel and entertainment expense reports, One Card expense reports, intercompany transactions, etc.
  • Approves iLab access requests; adds new unrestricted funds for use; coordinates with PI to which funds iLab users should have access; communicates with Grants Specialist as needed
  • Uses professional judgment and integrity to evaluate the appropriateness of expenditures and addresses questionable transactions
  • Reviews payroll for costing accuracy
  • Assists Administrative Officer by participating in planning and budget preparations and communicating budget calendar and process
  • Engages in ongoing training to maintain an extensive understanding of Oracle (ERP) financial systems, the institution’s chart of accounts, POET, COA and PPM
  • Maintains extensive understanding of institutional and departmental travel, expense and One Card policies
  • Sponsor-specific support for compliance checking
  • Sub-award and sub-contract monitoring to ensure compliance of government regulatory guidelines
  • Audits Oracle records and assists with correcting any project budgets and end dates
  • Oversees financial processes of sponsored award closeouts to assist grants team in ensuring accuracy and compliance of award terms and conditions
  • Maintains extensive understanding of sponsored projects accounting and expenditure regulations
• Oversees facilities work order submission process & ensures efficacy
• Oversees financial processes of sponsored award closeouts to assist grants team in ensuring accuracy and compliance of award terms and conditions
• Accumulates, analyzes and summarizes routine, detailed data in order to prepare statistical and financial reports
• Maintains accuracy of accounting records through regular analysis
• Prepares journal entries and cost transfer memos for adjustments and corrections
• Audits Oracle records and assists with correcting any project budgets and end dates
• Frequently prepares ad hoc financial and budget reports and completes and maintains timely accounting reviews
• Reviews payroll for costing accuracy
• Serves as project leader for special/unforeseen financial tasks
• Facilities Oversight
  • Assists with construction planning, renovations and teaching lab maintenance
  • Oversees facilities work order submission process & ensures efficacy
  • Manages capital equipment inventory, assists asset management with inventory audits
  • Manages space survey for the department
• Engages in ongoing training to maintain an extensive understanding of Oracle (ERP) financial systems, the institution’s chart of accounts, POET, COA and PPM
• Other duties as assigned
• General Accounting
  • Maintains accuracy of accounting records through regular analysis
  • Frequently prepares ad hoc financial and budget reports and completes and maintains timely accounting reviews
  • Accumulates, analyzes and summarizes routine, detailed data in order to prepare statistical and financial reports
  • Prepares journal entries and cost transfer memos for adjustments and corrections
• Maintains extensive understanding of sponsored projects accounting and expenditure regulations
• Manages space survey for the department
• Serves as administrative supervisor to department research staff & postdocs
• Serves as functional & administrative supervisor of Administrative Specialist position
• Answers general department financial inquiries
• Sponsor-specific support for compliance checking
• Sub-award and sub-contract monitoring to ensure compliance of government regulatory guidelines
• Trains departmental staff in the use of Oracle financial systems and the appropriate use of the chart of accounts and POETs
• Assists with construction planning, renovations and teaching lab maintenance
• Approves all financial transactions for the Department in Oracle, including procurement requisitions, travel and entertainment expense reports, One Card expense reports, intercompany transactions, etc.
• Approves iLab access requests; adds new unrestricted funds for use; coordinates with PI to which funds iLab users should have access; communicates with Grants Specialist as needed
• Maintains extensive understanding of institutional and departmental travel, expense and One Card policies
• Processes hire, payroll, termination transactions
• Personnel Management
  • Serves as functional & administrative supervisor of Administrative Specialist position
  • Serves as administrative supervisor to department research staff & postdocs
  • Line Manager regarding personnel records in Oracle
    • Hiring manager for department research staff positions
    • Processes hire, payroll, termination transactions
  • Trains departmental staff in the use of Oracle financial systems and the appropriate use of the chart of accounts and POETs
  • Answers general department financial inquiries
  • Serves as project leader for special/unforeseen financial tasks
• Line Manager regarding personnel records in Oracle
  • Hiring manager for department research staff positions
  • Processes hire, payroll, termination transactions
• Manages capital equipment inventory, assists asset management with inventory audits

Qualifications

• Strong interpersonal and communication (written/verbal) skills is necessary
• Knowledge of academic student policies, processes, and procedures is strongly preferred
• Ability to plan, develop, and coordinate multiple projects is necessary
• Proficient user of Vanderbilt & other systems including, but not limited to, Oracle and Redcap is preferred
• Knowledge of human resources administration principles and practices is strongly preferred
• Ability to analyze and solve problems in a time-efficient manner is necessary
• Ability to use independent judgment and to manage and impart confidential information is necessary
• Bachelor’s degree or equivalent related experience is necessary
• MS Office proficiency, Adobe Professional is necessary

Supervisory Relationships

This position has supervisory responsibility as functional & administrative manager of department Administrative Specialist position. This position reports functionally & administratively to the department Administrative Officer. This position reports indirectly to the Department Chair.

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 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.

Vanderbilt is a community of talented and diverse staff & faculty!

At Vanderbilt University , our work - regardless of title or role - is in service to an important and noble mission in which every member of our community serves in advancing knowledge and transforming lives on a daily basis. Located in Nashville , Tennessee, on a 330+ acre campus and arboretum dating back to 1873, Vanderbilt is proud to have been named as one of “America’s Best Large Employers” as well as a top employer in Tennessee and the Nashville metropolitan area by Forbes for several years running. We welcome those who are interested in learning and growing professionally with an employer that strives to create, foster and sustain opportunities as an employer of choice through:

• Working and growing together as a community of communities... we are One Vanderbilt .
• Encouraging development, collaboration, and partnership both internally and externally while fostering the value that every member of the Vanderbilt community can lead and grow regardless of title or position.
• Providing a work environment where every staff and faculty member can be their authentic and best self , while providing the resources and opportunities to learn and grow.

We understand you have a choice when choosing where to work and pursue a career. We understand you are unique and have a story. We want to hear it. We encourage you to apply today so that you might become a part of our story.

*************************************************************************************************************************

Vanderbilt University has made the health and safety of our students, faculty and staff and our surrounding communities a top priority. As part of that commitment, the University may require employees to comply with any testing or health and safety measures which the University may require.