The Administrative Officer [AO] is part of theDepartment of Psychology Administrative Office at Vanderbilt University and isa leader responsible for overseeing the daily administrative, personnel &financial management activities for the department. This position providesspecialist administrative services as appropriate in such areas as fiscalmanagement; faculty, staff, or student affairs; & general businessadministration. Reporting directly to the Senior Administrative Officer [SAO]and functionally to the Department Chair, the Administrative Officer [AO] participates, with the Chair and the Associate Chair, in strategic &operational decision making as a member of the department's leadership team.
The Administrative Officer [AO] is responsible forday-to-day operational management of the department, including, but not limitedto, implementation & management of personnel, payroll, purchasing, budgets,contracts/grants, & department operating policies & procedures. As theteam leader of the business office, the AO is be responsible for supervision& management of administrative support staff, as well as oversight ofdepartment HR activities. The Administrative Officer is responsible forpreparation of annual departmental budget recommendations, grant operating& proposal budgets, & fiscal review processes, as well as other dutiesas assigned.
The Department of Psychology in College of Arts &Science has 27 faculty [both tenure & non-tenure lines] who are alignedwithin three specializations: clinical psychology, cognition & cognitiveneuroscience, & neuroscience.
Responsible for day-to-day operational management of the department including, but not limited to, implementation & management of personnel, payroll, purchasing, budgets, contracts/grants, & departmental operating policies & procedures.
Provides assistance & support to the Chair of the department in problem solving, project planning & management, & development & execution of stated goals & objectives
Serves as the primary point of administrative contact & liaison with other offices [including the Dean's office], individuals, & institutions on operational & programmatic matters concerning the department.
Provides assistance in the understanding & interpretation of University policies & procedures, as appropriate, & ensures that departmental operations are in compliance with policy provisions & standards.
Serves as departmental liaison to the Deans, VU schools, external departments, & funding agencies.
Department signature authorization for payroll, personnel, grant proposals, & oversight of direct-report staff with authorization for purchasing & expense reports.
Assists with annual department & research space inventory.
Personnel & Payroll
Administrative support staff supervision & management; the AO conducts performance reviews with the Chair [periodic & annual]; coordinates the department's annual performance reviews & submission.
Primary administrative point & oversight for human resource activities including, but not limited to, payroll processing submissions for faculty [academic/summer], postdocs, staff, students & temporary employees.
Oversees submissions of job requisitions to Dean's office for posting & recruiting; ensures salary equity within department; works closely with line managers as well as new hires to explain processes & procedures related to payroll, timekeeping, benefits, time of [PTO], IT, email, parking, & access to departmental facilities.
Supervises the work of employees in supporting roles, including assigning workload & monitoring employee performance.
Provides administrative human resource/personnel support to labs & coordinates with HR department as needed.
Operational & Restricted Fiscal Administration
Prepares annual departmental budget recommendation in consultation with Chair.
Reviews & approves operating budgets for awarded grants [federal & non-federal] & the establishment of costing strings for projects with Office of Contract & Grant Accounting [OCGA].
Oversight of expenditure review, invoices approval, & closeout processes performed by Administrative Manager & Grants manager, as well as the necessary expenditure correction procedures. Oversight of review process of project expenditures to ensure that charges meet federal cost accounting guidelines for allowance/applicability, budget monitoring & discrepancy resolutions.
Submits budget summary sheets to faculty & the Chair.
Responsible for final review & submission of monthly departmental budget package to Chair & Dean's Office, including department operating fund activity, as well as all project & faculty funds.
Serves as a resource, conjunction with the Grants Manager, to departmental faculty & staff regarding Vanderbilt's implementation of federal rules & regulations that apply to expenditures & effort allocation for federally funded projects.
Maintains knowledge & understanding of pre- & post-grant award & contract administration including policies & regulations [internal & external]; along with the Department Grants Manager, works closely with OCGA & Sponsored Programs Office [SPA].
Additional Duties as Assigned
This position does have supervisory responsibility :administrative & functional supervisor for the administrative office staffof eight personnel - three of which are direct reports, five are indirect;administrative supervisor, as a Line Manager, for Departmental postdocs; aswell as indirect administrative supervisor for all Departmental staff &student employees; this position reports administratively to the SeniorAdministrative Officer of Science and functionally to the Department Chair.
Profile of an IdealCandidate:
Bachelor's degree from accredited institution of higher education is required.
Three years of directly related experience is necessary.
Strong interpersonal & communication [written/verbal] skills is necessary.
Skilled budgeting, financial management & people management is necessary.
Ability to use independent judgment & to manage & impart confidential information is necessary.
Ability to analyze & solve problems in a time-efficient manner is strongly preferred.
Ability to plan, develop, & coordinate multiple projects is strongly preferred.
Ability to lead & train administrative staff is necessary.
Skills in the use of word processing, spreadsheet, & database software is necessary.
Ability to foster cooperative work environment is preferred.
In addition to offering a lively community thatencourages learning and celebrates diversity, Vanderbilt University offers acompetitive, flexible benefits package including health, dental, vision, life,accidental death & dismemberment, disability insurance, paid time off, anda 403(b) retirement plan with employer match. Vanderbilt offers tuitionassistance to employees, spouses and dependent children. Also, after five yearsof service, Vanderbilt will pay up to 55% of the tuition for up to three dependentchildren to earn a bachelor's degree. Learn more about Vanderbilt'sbenefits at VU Benefits Overview.
Vanderbilt is a renowned private institution foundedin 1873 and located in the heart of Nashville, Tennessee. The university'sstudents, faculty, and staff frequently cite Nashville and the surrounding areaas one of the many perks of being a part of Vanderbilt community. VanderbiltUniversity is a place where your expertise will be valued, your knowledgeexpanded, and your abilities challenged. It is a place where your diversity issought and celebrated. It is a place where employees know they are part ofsomething bigger than themselves, take exceptional pride in their work andnever settle for what was good enough yesterday. Vanderbilt was recently ranked#1 in the Princeton Review among 382 top colleges and universitiesfor ‘happiest students’ - as well as #2 for ‘best quality of life’ and ‘greatfinancial aid,’ #5 for ‘best run colleges’ and ‘beautiful campus,’ and #6 forboth being in a ‘college city that students love’ and having ‘great campus/cityrelations.’
Internal Number: 1801910
About Vanderbilt University
Vanderbilt University is a center for scholarly research, informed and creative teaching, and service to the community and society at large. Vanderbilt will uphold the highest standards and be a leader in the quest for new knowledge through scholarship, the dissemination of knowledge through teaching and outreach, and the creative experimentation of ideas and concepts. In pursuit of these goals, Vanderbilt values most highly intellectual freedom that supports open inquiry, equality, compassion, and excellence in all endeavors.