Administrative Operations Manager (FUM) - Communications & Marketing - Vanderbilt University

Vanderbilt University will be closed for Winter Break from December 24 - January 2. Applications and resumes for this position will be reviewed after normal operations resume on January 2.







Vanderbilt University is seeking an experienced and motivated Administrative Manager/Financial Unit Manager (FUM) to join our dynamic team of professionals in the division of Communications & Marketing. The successful candidate will be responsible for overseeing the financial operations of a unit within the University and managing a wide range of financial activities. The ideal candidate should be a strategic leader with excellent financial analysis and problem-solving skills and have a deep understanding of best practices for financial management. This role requires a high level of attention to detail, project management experience, and the ability to work collaboratively in a dynamic environment. If you have a passion for financial management and are committed to helping Vanderbilt University achieve its mission, we invite you to apply.



The Communications and Marketing team at Vanderbilt is a dynamic and deeply collaborative group. The division, with all its departments and sub-teams, serves as the institution-wide center of excellence for communications and marketing, developing and executing strategies that inform, engage and inspire others to participate in Vanderbilt University’s global academic and research mission. The division is a key strategic adviser and partner for other divisions in the university, providing comprehensive plans and thoughtful analysis on messaging opportunities and constraints. The Communications and Marketing team continuously seeks innovative solutions to new and emerging challenges to deliver results at scale to advance the larger mission, values, and priorities of the university.



The Administrative Manager (FUM) is part of the Communications and Marketing team at Vanderbilt University and is responsible for the strategic management of financial resources in support of divisional priorities and the mission of the university. Working closely with the Associate Director of Finance and the Chief of Staff, the Administrative Manager (FUM) administers all aspects of divisional finances, ranging from overall budget stewardship to day-to-day procurement across teams. This position has supervisory responsibilities over two staff. This position reports to the Associate Director of Finance, Communications and Marketing.



The Administrative Manager FUM will be responsible for helping organizations manage their finances through the development, analysis, and maintenance of financial plans and forecasts. This role involves collaborating with various programs to ensure the accuracy and effectiveness of budgeting processes, providing financial insights to guide decision-making, and monitoring financial performance to align with organizational goals. In addition to the above, the Administrative Manager FUM will manage department contracts, including working closely with Procurement Category Managers, and serving as an ad hoc liaison between Procurement and project managers to ensure contracts and supporting documentation are in order and processed in keeping with VU policies and guidelines. The role also requires the review and approval of financial transactions for the financial unit in the Oracle systems, including procurement requisitions, travel and entertainment expense reports, procurement card expense reports, and more. The FUM will facilitate periodic review sessions to inform the various teams of their financial performance. These meetings include detailed reports and will require a deep understanding of the drivers that impact these results. These meetings are intended to educate our operational teams and to assist them in making the decisions necessary to effectively and efficiently run their businesses.



The Office of the Vice Chancellor for Communications and Marketing drives the mission and strategy of the division and acts as the front office for the university on all matters related to communications and marketing. The Office of the Vice Chancellor works closely with the leadership of the three work units within the division (University Relations, Strategic Communications and Marketing) to ensure key performance indicators are met across the division, including programmatic, budgetary and operational indicators, to achieve the greatest impact in support of the university’s priorities. The Communications and Marketing team is a dynamic and collaborative group that develops and executes strategies that inform, engage and inspire others to participate in Vanderbilt University’s global academic and research mission.







Duties and Responsibilities:





+ Maintain an extensive understanding of Oracle financial systems and processes.



+ Serve as a “first stop” for questions from department concerning financial processes and procedures related to Procurement, Contracts, and payments.



+ Ensure the success of divisional procurement requestors through multiple tactics, including leading trainings and instructional meetings, providing references and guide document, regularly sending email updates and more.



+ Prepare annual budgets and periodic reforecasts in collaboration with department heads and senior management.



+ Analyze budget variances and ensure accurate and timely reporting of financial performance.



+ Track and manage departmental expenditures to ensure alignment with budgeted figures.



+ Prepare detailed financial reports to present to leadership, including variance analysis and trend identification.



+ Demonstrate critical and strategic thinking in planning ahead, identifying potential issues and posing possible solutions to challenges before they arise.



+ Create new service agreements as well as managing existing contracts.



+ Monitor the general ledger and make any adjustments necessary to maintain its accuracy.



+ Demonstrate understanding of the university’s mission, values, goals and priorities and an ability to ensure that all are considered in developing communications strategies.



+ Demonstrate a commitment to equity, diversity, and inclusion and the importance of equity as an organizational operating principle.



+ Communicate and collaborate effectively with a wide range of audiences—including students, faculty, coaches, staff, families, leadership, alumni, donors and vendors.



+ Efficiently and effectively manage multiple, complex and results-oriented projects with both quick turn-around requirements and long lead times.



+ Operate in a highly organized fashion with attention to detail on all projects.



+ Work outside regular business hours as needed in order to perform job responsibilities, including being officially on-call.



+ Provide overall support as needed and assigned for department priorities.



+ Perform other relevant duties as assigned.







Qualifications:





+ Bachelor’s degree preferably in accounting or finance or equivalent work experience is necessary (experience in lieu of a degree will be considered).



+ At least 3 years of professional experience in financial management and analysis is necessary.



+ Ability to create and maintain financial models using Microsoft Excel is necessary.



+ Knowledge of financial and accounting regulations, policies, procedures, and best practices is necessary.



+ Experience with Oracle and SmartView is preferred.



+ Strong leadership, organizational, and communication skills are necessary.



+ Previous experience with Vanderbilt University, in a private institution of higher education or a nonprofit is preferred.



+ Thorough working knowledge of the full suite of Microsoft Office products 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.