Operations Analyst Jobs

The Operations Analyst serves as a full-time staff member in the Office of the General Counsel (OGC) and will report to the Senior Operations Analyst. The responsibilities will include analyzing data and creating reporting, managing day-to-day invoicing operations, and supporting the OGC (which includes Legal, Risk Management, Conflict of Interest, and Compliance) in its operations and use of its technology, as well as additional duties assigned as needed.

About the Work Unit:

The OGC provides issue management to all Vanderbilt University divisions and departments. The OGC commits to agile service delivery aligned with the university's mission, priorities, and needs.

Key Functions and Expected Performance:

Outside Counsel and eBilling Management

• Coordinate and provide forecasts for outside counsel spend; manage budgets in matter management system
• Coordinate with and assist outside counsel on billing setup and timely invoice submission
• Review and manage outside legal counsel and ensure correct processing
• Manage outside counsel purchase orders for OGC and other departments; communicate with departments and coordinate billing for new engagements
• Enforce OGC Billing Guidelines with outside counsel

Reporting and Systems Management

• Maintain detailed documentation of processes and data management
• Prepare materials for presentations; draft sections of presentations and written documents
• Create, run, and analyze reports within the matter management system and COI disclosure system
• Create charts, graphs, and tables to summarize analysis results
• Support office as a systems administrator in document management, COI disclosure, and matter management systems; drive best practices and provide input and assistance with technology implementations
• Ensure the quality of the data and drive operational excellence in the analysis and reporting of the data

OGC Operational Support

• Support day-to-day operational processes of OGC and support the Senior Operations Analyst in continuous improvement
• Support a variety of project work as assigned

Education and Certifications:

• A High School Diploma or GED is required
• A Bachelor’s degree’s degree from an accredited institution of higher education is necessary.

Experience And Skills

• Strong interpersonal communication skills are necessary.
• Strong abilities in Excel and other technologies are necessary.
• Experience with Tableau and Microsoft Power BI is strongly preferred.
• Demonstrated ability to be successful working both independently and in a team setting is necessary.
• Professionalism, organization, project management, initiative, creativity, problem solving, and attention to detail is necessary.
• Ability to perform complex tasks and to prioritize multiple projects and competing deadlines is necessary.
• At least 2 years of experience in a role that requires data analysis is necessary.
• Strong quantitative and qualitative skills are necessary
• Strong data analysis and statistical skills are necessary.

General Characteristics of a Successful Vanderbilt University Staff Member:

ACCOUNTABILITY: Owns decisions, outcomes, work products, etc. that are within the scope of one’s role.

• Reliable – Does what they say they will do, when they say they will do it; shows up for work when expected; doesn’t push the burden of work volume or deadlines to others
• Integrity – Holds oneself accountable; takes responsibility for failures as well as successes, recognizes that trust is required to hold a team together
• Acceptance of Feedback – Takes constructive criticism with grace, and makes improvements without taking it personally or holding grudges; when wrong, owns it – freely admits mistakes
• Works through Issues – Recognizes that the work is about successful outcomes, if things aren’t going well, outcomes suffer; is willing to have crucial conversations if things aren’t going well; doesn’t just complain to management… does everything possible to remedy the situation directly first

COLLABORATION: Works inclusively to build trust and accomplish tasks, goals, and initiatives. Understands, anticipates, and appropriately responds to internal and/or external customers’ needs.

• Honest and Transparent – Doesn’t have hidden agendas, doesn’t play people against each other; is authentic and forthright
• Optimism – Is friendly, tirelessly cordial, polite, and genial; comes in to work with a good attitude and doesn’t bring their own personal “little black clouds” into the work environment
• Helpful Nature – Offers to help lighten the load for others in times of need; volunteers rather than waiting to be asked; understands that almost no one works in a silo and needs the help of others to do their job well; recognizes that by helping others first, others will likely reciprocate
• Teamwork – Genuinely values teamwork and co-workers, makes them feel valuable and important by acknowledging what they do well; doesn’t expect from others effort that one is unwilling to do themselves, finds ways to acknowledge other’s strong suits

COMMUNICATION: Provides information clearly and accurately in various settings, ensuring understanding and participation. Understands how best to present information to different audiences and understands how information may be perceived.

• Is Nice – Asks caring, interested questions and is a good listener -- smiles and is grateful; sends appropriate notes of thanks to others who have helped; avoids gossip or saying negative things about co-workers; patient and generous; makes suggestions rather than stating hard and fast opinions. Avoids being negative, sarcastic, and cynical
• Shares – Shares information. Communicates proactively. Transmits knowledge; recognizes that “knowledge is power” is less effective than “sharing knowledge is power.” Asks for advice, and considers it thoughtfully
• Praises Publicly; Criticizes Privately – When dealing with a difficult co-workers or customers, “pretend your children are watching” how the situation is handled; good manners help keep a cool head; gives credit where credit is due
• Responds Promptly – Recognizes that when emails and phone messages aren’t returned in a timely way, it sends the message that the other party is not important; responds even if just to acknowledge receipt and provide a time-frame by which the requester can expect a full response

DRIVE & GRIT: Is focused on professional excellence and strives to facilitate and support the same for colleagues in and outside their team, effectively manages through challenges and opportunities while seeking to understand and learn from professional experiences.

• Resilience – Is resilient in the face of daunting challenges and setbacks; bounces back readily.
• Adaptability – Reads cues and adapt accordingly; adjusts style and approach to accommodate the styles and needs of others; can anticipate and effectively de-escalate potential conflicts
• Perspective – Maintains a sense of humor and perspective; can laugh first and foremost at oneself
• Raises the Bar – Expects and delivers excellence; is a creative problem solver; is proactive; welcomes input on making things better -- places a high value on learning and getting better

ENGAGED: Appreciates the values and mission of the organization, works to contribute to the university, and understands how their work affects the university and university community.

• Hard-Working – Is industrious as well as efficient (busy isn’t the same as productive); can juggle multiple competing priorities simultaneously without becoming overwhelmed
• Believes – Believes in the work being done and in the importance of the organization’s mission  Creative Thinking – Goes beyond the boundaries of the job description, willingly takes on new challenges, and finds creative solutions rather than always awaiting direct instructions
• Eager – Enthusiastic, wanting to learn, wanting to continue one’s personal and professional development and expertise

JUDGMENT & PROFESSIONAL ACUMEN: Makes appropriate decisions and evaluates risk and uncertainty to create ideal outcomes, exhibits an eye for the macro and the micro, and works to ensure others are able to do the same.

• Autonomous – Self-managing; self-motivated; manages time, activities and outcomes well so that progress stays on track; cleans up after themselves
• Assumes the Best – Assumes that others are working as hard as you are on things that are as important as what you are working on; just because you don’t know what someone does, it doesn’t mean they’re not doing anything
• Detail-Oriented – Even small mistakes can create big issues; attention to detail work indicates care about the outcomes
• Maturity - Exhibits professional maturity; doesn’t pass the buck to dodge accountability; doesn’t engage in petty office politics or inappropriate social conduct

Additional Characteristics of a Successful Vanderbilt University Leader:

ACCOUNTABILITY & EXECUTION: Owns decisions, outcomes, work products, etc. that are within the scope of one’s role.

• Thinks creatively when tackling a challenge; questions the status quo in search of better ways. Looks for insights, assesses risks
• Communicates early and often, even as information is evolving
• Practices what they preach; doesn’t set expectations of others that they don’t live up to themselves
• Pitches in to help the team when it really needs help
• Is willing to learn from their direct reports.
• Holds everyone in the work-group accountable for accomplishing the outcomes of the unit.
• Welcomes inquiry and recognizes mistakes as learning opportunities
• Let’s the buck stop with them; owns the outcomes for the work unit and doesn’t throw subordinates under the bus if things go wrong

COACHING, DEVELOPMENT & TEAM FOCUS: Leads by example, works to ensure that members of the team have the necessary tools, resources, and knowledge to be successful.

• Makes this a fun place to work; Enhances comradery, builds trust, and invites members of the work group to be their authentic selves
• Addresses problems among the work-group when they arise, rather than letting them fester
• Criticizes privately; focuses more on how to do it better next time than how it went wrong this time
• Cares about their employees as people, not just as “resources”
• Praises publicly; is genuinely appreciative of the accomplishments of members of the team
• Ensures that team members have the tools and resources to do the job
• Is clear with the deliverables and outcomes needed, but allows members of the team to tackle the problems in the way they see fit, without micromanaging every process; understands that the destination – rather than the exact route – is what’s important
• Willingly shares expertise with team members; actively coaches

DECISION MAKING & DIRECTION SETTING: Takes responsibility for and make effective decisions through understanding the needs of the institution, collaborating and communicating, and identifying the strategic and operational imperatives of the university.

• Communicates early and often, even as information is evolving
• Is willing to course-correct if things aren’t going as planned, even after decisions have been made and communicated
• Provides clear guidance and direction, doesn’t change direction with the wind; communicates in ways that are clear and succinct, rather than confusing or ambiguous
• Seeks first to understand before making decisions; doesn’t act first and ask questions later; solicits input from a diverse group of others including members of the work group, others stakeholders, and naysayers/critics, when faced with complex challenges, before making a decision. Identifies options and homes in on pros and cons of each option; Lets others know where they are in their decision-making process
• Champions the work unit’s cause, and makes compelling business cases for its needs
• Makes decisions, even in the face of incomplete information, rather than avoiding making decisions.
• Cover Letter must be submitted to be considered.
• Shares a clear vision for the work of the unit, and is clear about what outcomes are expected.
• Is willing to learn from their direct reports

About Us

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:

• 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.
• 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.
• Working and growing together as a community of communities... we are One Vanderbilt.

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.