The Administrative Manager is part of the Office of Health Sciences Education in the School of Medicine at Vanderbilt University and is a key individual contributor primarily responsible for oversight of professional degree programs in the School of Medicine, exclusive of the M.D. degree program, including budget development, financial reporting, operational strategy, administration of payroll and personnel functions, and supervision of lead staff in each program. This position also works closely with the Chief Business Officer to support financial operations and budget development for four other smaller areas within OHSE. This position is a Financial Unit Manager (FUM) and Human Capital Manager (HCM) Specialist within the Oracle Cloud administrative system and is expected to maintain expert-level knowledge of University policies and procedures. Reporting directly to the Chief Business Officer, the role interacts regularly with staff in OHSE and its affiliated offices, and with other FUMs and HCMs across campus.

The Office of Health Sciences Education (OHSE) governs the range of educational activities of The Vanderbilt University School of Medicine, including administering degree programs that provide students with the knowledge, skills, and attitudes they will need to practice safe, effective, ethical, evidence-based, and patient-centered health care in the 21st century. OHSE is dedicated to the ultimate goal of healthy, thriving persons and communities, and we strongly support efforts towards the health equity upon which such a goal rests. Our mission is to educate diverse, socially and culturally accountable future medical leaders who are prepared to work toward larger systemic changes, understand social determinants of health, and promote equity and justice within their local and global communities. The dedicated staff in OHSE work collectively in service of this mission by providing a range of support for our students, faculty and fellow staff including academic program administration, education design and informatics, financial and administrative oversight, student services and education research resources.

Duties and Responsibilities

• Provides leadership and supervision for professional degree program (excluding MD) staff; performs HR duties such as hiring, providing performance feedback and coaching, managing staff schedule and leaves, and determining appropriate headcount needed to support programming. Works in concert with program faculty and staff to ensure proper alignment of staff resources to program requirements to maximize individual and team effectiveness.
• Acts as Financial Unit Manager (FUM) for two OHSE financial units and Human Capital Management (HCM) Specialist in Oracle Cloud System:
  o Departmental leader in knowledge of Oracle Cloud solution for financial & HR operations.
  o Uses high attention to detail to review and approve all financial transactions for assigned financial unit(s), including procurement requisitions, travel and entertainment expense reports, and procurement card expense reports, ensuring accuracy and compliance before approval.
  o Executes a wide variety of HR-related transactions including hiring, ending assignments, processing leaves of absence, student employment, adjusting compensation, editing timecards, and adjusting assignment labor costing.
  o Participates in periodic meetings to keep top management informed of problems and concerns; implements changes or develops new policies, procedures and/or methods.
  o Establishes, communicates, and modifies departmental processes in response to changes in university policies and procedures.
  o Reviews and communicates monthly reporting and financial reconnaissance; routinely prepares ad hoc financial/budget reports.
• Acts as a liaison and representative of OHSE when working with VUMC-affiliated departments; exercises high level of judgement and discretion when communicating policies, procedure, and other information on behalf of OHSE.
• Works closely with the Assistant Dean for Health Sciences Education to consult on academic matters that have financial implications including budget development for new and proposed degree programs, tuition and billing structures, and improvements to organizational efficiencies.
• Reviews and prepares financial documents such as monthly reports and financial aid award submissions to the Office of Enrollment Services and affiliated departments in VUMC.
• Prepares annual financial presentations for programs under review, and assists with financial requirements of accreditation application and/or review, including multi-year projections, working closely with VUMC affiliates as necessary.
• Periodically prepares Non-Sponsored Billing Agreements and Employee Service Agreements between Vanderbilt University and VUMC to ensure accurate and timely billing and reimbursement between entities.
• Routinely prepares cash management entries and invoices to recognize unaffiliated revenue.
• Special Projects including:
  o Develops and maintains Standard Operating Procedures and any needed departmental (non academic) policies.
  o Liaison for the annual US News and World Report data requests
  # Other duties as assigned, including projects as time and interests allow

Supervisory Relationships:
This position has supervisory responsibility of full-time staff. This position reports administratively and functionally to the OHSE Chief Business Officer.

Qualifications

• A Bachelor's degree from an accredited institution of higher education is necessary.
• At least two years of experience in the field of higher education and/or financial administration is necessary.
• An Accounting or Finance degree, or other business degree with related business experience is strongly preferred.
• Intermediate Microsoft 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. Women, minorities, people with disabilities and protected veterans are encouraged to apply.

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.