Administrative Manager - Vanderbilt University
Nashville, TN
About the Job
Position Summary
The Administrative Manager/HCM Specialist provides administrative support to the Graduate Department of Religion and the Program in Theology and Practice; maintains all GDR student academic records ensuring each student’s progress through the program, serves as primary HCM Specialist for all Divinity/Graduate Department of Religion students; maintains GDR related listservs, and handles all procurement requests for the Graduate Department of Religion, Program in Theology and Practice, Field Education, and various Divinity School programs and faculty.
The Graduate Department of Religion offers work toward the M.A. and Ph.D. degrees in religion. All students enroll in one of nine primary areas – Critical Studies in Asian, Islamic, and Jewish Traditions, Ethics and Society, Hebrew Bible and Ancient Israel, Historical Studies, Homiletics & Liturgics, Jewish Studies (M.A. only), New Testament and Early Christianity, Religion, Psychology, and Culture, and Theological Studies. The Program in Theology and Practice supports students in previously awarded fellowships through 2028. These fellows may earn their Ph.D. degrees in any of the eight areas which the Graduate Department of Religion offers the degree.
About the Work Unit:
The Divinity School administrators and staff comprise a team committed to excellence in theological education. From different composite areas: admissions, community life, academics, special programming, communications, theological and religious library resources, and development and alumni relations, each person contributes to an innovative and collegial environment. The unit as a whole is committed to the mission of both the University and the Divinity School. We make equity, diversity, and inclusion a priority from a theological foundation of social justice, and we seek to lead the nation in the care, preparation, and professional qualification of our students to the religious and theological professions.
In a global and multi-religious world, the Divinity School seeks to fulfill the following objectives:
+ to engage in theological inquiry;
+ to help persons prepare for the practice of Christian ministry and public leadership;
+ to encourage personal and spiritual formation;
+ to prepare agents of social justice; and
+ to educate future scholars and teachers, locally and globally.
Key Functions and Expected Performance:
Program Administration: Graduate Department of Religion and the Program in Theology and Practice
+ Manages the GDR mailbox, responding to inquiries or seeking support or making connections to other appropriate VDS and VU offices who can assist.
+ Provides administrative support ensuring smooth day-to-day operations to:
+ Graduate Department of Religion (GDR)
+ Program in Theology and Practice (T&P)
+ Maintain calendars for Associate Dean of Graduate Education and Research, Chair of the Graduate Department of Religion, and Director of the Program in Theology and Practice.
+ Interprets and develops GDR and T&P policies and procedures.
+ Monitors/Ensures Program Progress for GDR and T&P students.
+ Registers students for courses.
+ Track student progress in the program and communicate approaching/missing deadlines.
+ Enters courses into CPI (Campus Planning Interface).
+ Ensures faculty advising has been completed.
+ Administers qualifying and language exams.
+ Report results of exams and dissertation defenses.
+ Assigns Research Assistants and Teaching Assistants following VDS RA and TA Policies.
+ Writes recommendation and enrollment verification letters.
+ Posts dissertation proposals and course descriptions.
+ Submits course additions, changes, and/or deletions to Graduate School Catalog.
+ Coordinates with Assistant Dean for Academic Affairs to cross list courses on schedule, as needed.
+ Processes financial aid.
+ Prepares and enters Graduate Awards, covering tuition, health insurance, student services and student health fees, fees, and/or prizes and awards.
+ Processes stipends and TA/RA assignments for GDR/T&P students in Oracle Cloud HCM module.
+ Coordinates financial actions.
+ Coordinates budget expenses related to guest speakers and prospective/incoming students.
+ Handles disbursement of funds and expenditures for travel and honorariums.
+ Ensures correct costing is used in alignment with budget.
+ Runs costing verification reports in Oracle on a regular basis.
+ Maintains historical records and files for both programs.
+ Processes applications for admission into GDR during the application review season.
+ Corresponds and meets with prospective students.
+ Receives incoming applications.
+ Uploads applications to admissions committee for review.
+ Coordinates committee review of applications.
+ Prepares official acceptance and rejection letters/emails.
+ Submits letters for Honors Fellowships.
+ Submits Recommendation for Action Forms in Slate.
+ Coordinates with Vanderbilt departments to ensure successful matriculation.
+ Acts as liaison with the Office of International Student & Scholar Services (ISSS) and International Tax Office for international students, as appropriate.
+ Maintains databases for student progress and placement data.
+ Assigns GDR Research Assistants and Teaching Assistants to faculty each semester in coordination with Graduate Department of Religion leadership.
+ Records minutes for meetings, including, but not limited to, GDR faculty, GPAC, and T&P steering committee.
+ Acts as institutional research liaison.
+ Gathers and maintains placement data.
+ Maintains SACSCOC reporting.
Program Administration: Doctor of Ministry in Integrative Chaplaincy (DMin)
+ Works with the Office of Admissions and Enrollment and the Office of Student Affairs on administrative details and event coordination for Orientation and Financial Aid questions pertaining to DMin students.
+ Provides administrative support, as needed, for organizing VDS’s portion of each semester’s intensives in coordination with the DMin graduate student assistant, DMin Director, and MHICS staff.
+ Receives inquiries from current and interested students concerning administrative matters (registration, finances, VU inoculation, enrollment requirements, etc.) and directs students to appropriate VDS and VU offices for assistance.
+ In the second half of DIV 8038, receives those students’ itemized lists of professors they want as second readers on their Final Projects (for the defenses to take place in DIV 8039). Assistant Dean for Academic Affairs assigns those professors to students, but the Administrative Manager facilitates any follow-up communication between the students and relevant faculty to ensure timely scheduling of the defenses.
HCM Specialist
+ Processes all hiring, termination, and any assignment changes for all Divinity and GDR students.
+ Enters and ensures costing is correct for all assignments.
+ Sends reminders to both students and supervisors when timesheets are due.
+ Prepares and submits off-cycle requests and retroactive costing requests for student payments, as needed.
+ Serves as point of contact for Divinity School student HR complaints and grievances.
Field Education
+ Sets up new field education supervisors each year as a supplier in the Oracle Cloud Procurement module.
+ Processes all hiring, termination, and other changes in assignments for field education students.
+ Processes honorarium payments for all supervisors via the Oracle Cloud Procurement module.
+ Monitors budget for both supervisors and students in coordination with VDS Finance and Administration team.
Finance
+ Assists students with travel bookings as needed, processing honorariums, creation of expense/travel reports, setting up suppliers, and processing Non-PO and POs, etc.
+ Manages and reconciles One Card expense reports in accordance with university policy.
Marketing and Communications
+ Updates website content for GDR and T&P using Omni, People Manager, and Accordion.
+ Updates Graduate School Bulletin.
+ Coordinates mailings as advertisements for events.
+ Circulates announcements for job openings, fellowship deadlines, housing options, VU lectures, GDR events, etc.
+ Updates GDR related listserv recipients.
+ Maintains and approves emails sent to the GDR related listservs.
+ Submits orders for business cards for graduate students as requested.
Event Coordination
+ Plans and coordinates all prospective and incoming student events.
+ Plans and implements professional development workshops and retreats.
+ Reserves meeting spaces both on and off campus.
+ Arranges for parking for guests.
+ Plans and coordinates meals and receptions through contacting and maintaining relationships with caterers.
+ Coordinates lectures and conferences to ensure no conflicts with other events.
+ Coordinates travel arrangements for guest lecturers, conference participants, and prospective/incoming students including hotel arrangements, booking flight arrangements, and preparing reimbursement expense forms.
+ Coordinates set-up and clean-up of all events.
+ Attends each event to oversee logistics and handle any last-minute issues.
+ Prepares itineraries for visitors.
+ Coordinates registration and scheduling for all events.
Supervisory Relationships:
This position reports administratively to the Associate Dean of Graduate Education and Research and functionally to the Associate Dean of Graduate Education and Research and Chair of the Graduate Department of Religion.
Education and Certifications:
+ A high school diploma or GED is necessary.
+ A Bachelor’s Degree from an accredited institution of higher education is preferred.
Experience and Skills:
+ 3-5 years’ experience of directly relatable experience is necessary.
+ 3-5 years’ experience in a higher education administrative position is preferred.
+ Strong verbal and communication skills are necessary.
+ Proficiency in Microsoft Office – Word, Excel, Microsoft Teams, Outlook is necessary.
+ Knowledge in additional applications: Adobe Acrobat, Box, Concur, EMS, HireaDore, Kuali, Oracle, PeopleSoft, People Manager, REDCap, Slate, YES, Zoom is preferred.
+ Ability to work independently and as part of a team is necessary.
+ Demonstrated ability to multi-task is necessary.
+ Being resourceful with great attention to detail is necessary.
+ Strong technical skills with comfort in learning new technology is preferred.
+ Ability to maintain confidentiality of records and information is necessary.
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.
The Administrative Manager/HCM Specialist provides administrative support to the Graduate Department of Religion and the Program in Theology and Practice; maintains all GDR student academic records ensuring each student’s progress through the program, serves as primary HCM Specialist for all Divinity/Graduate Department of Religion students; maintains GDR related listservs, and handles all procurement requests for the Graduate Department of Religion, Program in Theology and Practice, Field Education, and various Divinity School programs and faculty.
The Graduate Department of Religion offers work toward the M.A. and Ph.D. degrees in religion. All students enroll in one of nine primary areas – Critical Studies in Asian, Islamic, and Jewish Traditions, Ethics and Society, Hebrew Bible and Ancient Israel, Historical Studies, Homiletics & Liturgics, Jewish Studies (M.A. only), New Testament and Early Christianity, Religion, Psychology, and Culture, and Theological Studies. The Program in Theology and Practice supports students in previously awarded fellowships through 2028. These fellows may earn their Ph.D. degrees in any of the eight areas which the Graduate Department of Religion offers the degree.
About the Work Unit:
The Divinity School administrators and staff comprise a team committed to excellence in theological education. From different composite areas: admissions, community life, academics, special programming, communications, theological and religious library resources, and development and alumni relations, each person contributes to an innovative and collegial environment. The unit as a whole is committed to the mission of both the University and the Divinity School. We make equity, diversity, and inclusion a priority from a theological foundation of social justice, and we seek to lead the nation in the care, preparation, and professional qualification of our students to the religious and theological professions.
In a global and multi-religious world, the Divinity School seeks to fulfill the following objectives:
+ to engage in theological inquiry;
+ to help persons prepare for the practice of Christian ministry and public leadership;
+ to encourage personal and spiritual formation;
+ to prepare agents of social justice; and
+ to educate future scholars and teachers, locally and globally.
Key Functions and Expected Performance:
Program Administration: Graduate Department of Religion and the Program in Theology and Practice
+ Manages the GDR mailbox, responding to inquiries or seeking support or making connections to other appropriate VDS and VU offices who can assist.
+ Provides administrative support ensuring smooth day-to-day operations to:
+ Graduate Department of Religion (GDR)
+ Program in Theology and Practice (T&P)
+ Maintain calendars for Associate Dean of Graduate Education and Research, Chair of the Graduate Department of Religion, and Director of the Program in Theology and Practice.
+ Interprets and develops GDR and T&P policies and procedures.
+ Monitors/Ensures Program Progress for GDR and T&P students.
+ Registers students for courses.
+ Track student progress in the program and communicate approaching/missing deadlines.
+ Enters courses into CPI (Campus Planning Interface).
+ Ensures faculty advising has been completed.
+ Administers qualifying and language exams.
+ Report results of exams and dissertation defenses.
+ Assigns Research Assistants and Teaching Assistants following VDS RA and TA Policies.
+ Writes recommendation and enrollment verification letters.
+ Posts dissertation proposals and course descriptions.
+ Submits course additions, changes, and/or deletions to Graduate School Catalog.
+ Coordinates with Assistant Dean for Academic Affairs to cross list courses on schedule, as needed.
+ Processes financial aid.
+ Prepares and enters Graduate Awards, covering tuition, health insurance, student services and student health fees, fees, and/or prizes and awards.
+ Processes stipends and TA/RA assignments for GDR/T&P students in Oracle Cloud HCM module.
+ Coordinates financial actions.
+ Coordinates budget expenses related to guest speakers and prospective/incoming students.
+ Handles disbursement of funds and expenditures for travel and honorariums.
+ Ensures correct costing is used in alignment with budget.
+ Runs costing verification reports in Oracle on a regular basis.
+ Maintains historical records and files for both programs.
+ Processes applications for admission into GDR during the application review season.
+ Corresponds and meets with prospective students.
+ Receives incoming applications.
+ Uploads applications to admissions committee for review.
+ Coordinates committee review of applications.
+ Prepares official acceptance and rejection letters/emails.
+ Submits letters for Honors Fellowships.
+ Submits Recommendation for Action Forms in Slate.
+ Coordinates with Vanderbilt departments to ensure successful matriculation.
+ Acts as liaison with the Office of International Student & Scholar Services (ISSS) and International Tax Office for international students, as appropriate.
+ Maintains databases for student progress and placement data.
+ Assigns GDR Research Assistants and Teaching Assistants to faculty each semester in coordination with Graduate Department of Religion leadership.
+ Records minutes for meetings, including, but not limited to, GDR faculty, GPAC, and T&P steering committee.
+ Acts as institutional research liaison.
+ Gathers and maintains placement data.
+ Maintains SACSCOC reporting.
Program Administration: Doctor of Ministry in Integrative Chaplaincy (DMin)
+ Works with the Office of Admissions and Enrollment and the Office of Student Affairs on administrative details and event coordination for Orientation and Financial Aid questions pertaining to DMin students.
+ Provides administrative support, as needed, for organizing VDS’s portion of each semester’s intensives in coordination with the DMin graduate student assistant, DMin Director, and MHICS staff.
+ Receives inquiries from current and interested students concerning administrative matters (registration, finances, VU inoculation, enrollment requirements, etc.) and directs students to appropriate VDS and VU offices for assistance.
+ In the second half of DIV 8038, receives those students’ itemized lists of professors they want as second readers on their Final Projects (for the defenses to take place in DIV 8039). Assistant Dean for Academic Affairs assigns those professors to students, but the Administrative Manager facilitates any follow-up communication between the students and relevant faculty to ensure timely scheduling of the defenses.
HCM Specialist
+ Processes all hiring, termination, and any assignment changes for all Divinity and GDR students.
+ Enters and ensures costing is correct for all assignments.
+ Sends reminders to both students and supervisors when timesheets are due.
+ Prepares and submits off-cycle requests and retroactive costing requests for student payments, as needed.
+ Serves as point of contact for Divinity School student HR complaints and grievances.
Field Education
+ Sets up new field education supervisors each year as a supplier in the Oracle Cloud Procurement module.
+ Processes all hiring, termination, and other changes in assignments for field education students.
+ Processes honorarium payments for all supervisors via the Oracle Cloud Procurement module.
+ Monitors budget for both supervisors and students in coordination with VDS Finance and Administration team.
Finance
+ Assists students with travel bookings as needed, processing honorariums, creation of expense/travel reports, setting up suppliers, and processing Non-PO and POs, etc.
+ Manages and reconciles One Card expense reports in accordance with university policy.
Marketing and Communications
+ Updates website content for GDR and T&P using Omni, People Manager, and Accordion.
+ Updates Graduate School Bulletin.
+ Coordinates mailings as advertisements for events.
+ Circulates announcements for job openings, fellowship deadlines, housing options, VU lectures, GDR events, etc.
+ Updates GDR related listserv recipients.
+ Maintains and approves emails sent to the GDR related listservs.
+ Submits orders for business cards for graduate students as requested.
Event Coordination
+ Plans and coordinates all prospective and incoming student events.
+ Plans and implements professional development workshops and retreats.
+ Reserves meeting spaces both on and off campus.
+ Arranges for parking for guests.
+ Plans and coordinates meals and receptions through contacting and maintaining relationships with caterers.
+ Coordinates lectures and conferences to ensure no conflicts with other events.
+ Coordinates travel arrangements for guest lecturers, conference participants, and prospective/incoming students including hotel arrangements, booking flight arrangements, and preparing reimbursement expense forms.
+ Coordinates set-up and clean-up of all events.
+ Attends each event to oversee logistics and handle any last-minute issues.
+ Prepares itineraries for visitors.
+ Coordinates registration and scheduling for all events.
Supervisory Relationships:
This position reports administratively to the Associate Dean of Graduate Education and Research and functionally to the Associate Dean of Graduate Education and Research and Chair of the Graduate Department of Religion.
Education and Certifications:
+ A high school diploma or GED is necessary.
+ A Bachelor’s Degree from an accredited institution of higher education is preferred.
Experience and Skills:
+ 3-5 years’ experience of directly relatable experience is necessary.
+ 3-5 years’ experience in a higher education administrative position is preferred.
+ Strong verbal and communication skills are necessary.
+ Proficiency in Microsoft Office – Word, Excel, Microsoft Teams, Outlook is necessary.
+ Knowledge in additional applications: Adobe Acrobat, Box, Concur, EMS, HireaDore, Kuali, Oracle, PeopleSoft, People Manager, REDCap, Slate, YES, Zoom is preferred.
+ Ability to work independently and as part of a team is necessary.
+ Demonstrated ability to multi-task is necessary.
+ Being resourceful with great attention to detail is necessary.
+ Strong technical skills with comfort in learning new technology is preferred.
+ Ability to maintain confidentiality of records and information is necessary.
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.
Source : Vanderbilt University