Associate Administrative Officer
About this role
The College of Connected Computing is Vanderbilt’s first new college in 40 years and is in the early stages of building its academic and administrative structure. The College advances interdisciplinary research and expands computing education through a “computing for all” approach.
As CCC grows, the Business Office plays a critical role in supporting financial operations, workforce management, and administrative infrastructure. This position is essential to ensuring accurate, compliant, and efficient execution of financial and HR processes across the College.
- Review and approve financial transactions in Oracle, including procurement requisitions, travel and expense reports, procurement card activity, and intercompany transactions
- Maintain strong working knowledge of Vanderbilt’s Oracle financial system, including chart of accounts and Project Portfolio Management (PPM) structures
- Interpret and apply university expense and procurement policies; establish and communicate departmental processes in response to policy updates
- Partner with the Senior Associate Business Officer to evaluate expenditures and ensure appropriate use of funds
- Ensure accuracy, completeness, and compliance of all financial transactions prior to approval
- Participate in university-wide FUM meetings, trainings, and roundtable discussions to remain current on policies and best practices
- Partner with the Senior Associate Business Officer to monitor and maintain the College’s annual budget
- Provide support and guidance to faculty and staff on financial tools, expense processes, and compliance requirements
- Assist in identifying and resolving financial discrepancies or issues as they arise
Human Capital Management (HCM)
- Partner with the Director of People Operations to coordinate and execute Oracle HCM transactions across the employee lifecycle, including hires, rehires, job changes, transfers, and terminations for students, faculty, and staff
- Initiate and manage transactions within Oracle HCM, ensuring data accuracy and adherence to established approval workflows
- Monitor transaction status, proactively track approvals, and resolve errors or rejections to ensure timely completion
- Serve as a key point of contact for departments, providing guidance on transaction entry, required documentation, and process timelines
- Troubleshoot Oracle HCM issues in collaboration with HRIS and central HR teams to resolve discrepancies
- Run and interpret Oracle HCM reports to support operational decision-making and leadership requests
- Collaborate with Payroll, Benefits, and Finance teams to ensure accurate downstream processing of HCM transactions
- Identify opportunities to improve HCM workflows and support continuous process improvement initiatives
Grant and Research Administration Support
- Support CCC Grants Managers with departmental grant administration activities
- Prepare and provide financial reports to Principal Investigators, as needed
- Assist in ensuring compliance with grant-related financial policies and procedures
Operational Support and Continuous Improvement
- Contribute to the development and refinement of financial and HR processes to improve efficiency and consistency
- Maintain documentation of processes, procedures, and best practices
- Support special projects and additional duties as assigned
Supervisory Relationships
This position does not currently have supervisory responsibility. The role reports administratively and functionally to the Senior Associate Business Officer, with a dotted-line relationship to the Director of People Operations.
Qualifications
- Bachelor’s degree from an accredited institution or an equivalent combination of education and relevant experience
- 4+ years of relevant experience with 2+ in financial operations or human resources, and administrative management
- Experience working with Oracle financial and/or HCM systems
- Knowledge of university financial, HR, and/or grant policies and procedures
- Experience in higher education or a similarly complex organizational environment
- Strong attention to detail and ability to manage complex processes with accuracy
- Ability to prioritize multiple tasks and meet deadlines in a fast-paced environment
- Strong analytical and problem-solving skills
- Excellent interpersonal and communication skills
- Ability to exercise sound judgment in administrative and procedural decision-making
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.
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.
Company at a glance
Our Interdisciplinary Materials Science (IMS) program offers a unique multidisciplinary experience where students design their own curriculum, and collaborate with faculty and students from engineering, chemistry, physics, and medicine, who are working on some the biggest of society's challenges.
The IMS Ph.D. program is integrated with VINSE (Vanderbilt Institute of Nanoscale Science and Engineering), which boasts brand new state-of-the-art fabrication and characterization facilities. Resources include a cleanroom, analytical/nanocrystal support core, and an advanced imaging suite.
Our students rotate through three different labs in the first year to learn the culture of each research group and the advising style of the mentors prior to project/adviser selection. We offer a highly customized curriculum where students can select courses from a variety of technical departments to support their research project. This is work is supported by research facilities equipped with the latest instrumentation with outstanding research programs and faculty, where IMS researchers use nanotechnology to address the world’s most important challenges in energy, health, and security.
Our graduates work in the government (FDA, NIH, US patent office), in industry (Google, Johnson & Johnson, Dow, DuPont, Exxon, and Biotech start-ups), and in academia.
For more information contact
Josh Caldwell, IMS Director
Sarah Ross, Program Manager
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