Administrative Manager - History
Administrative Manager - History
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Job Description
The Administrative Manager is part of the History Department in the College of Arts and Science at Vanderbilt University and is responsible for managing the administrative operational and business activities of the History Department. The Administrative Manager reports directly to the Senior Administrative Officer and works closely with the Department position supervises key staff in the History Department. The Administrative Manager performs complex administrative duties requiring highlevel decisionmaking skills and sound position requires a thorough understanding of University policies and procedures.
- Reviews and approves financial transactions for the Department in Oracle including procurement requisitions travel and entertainment expense reports procurement card expense reports and intercompany transactions.
- Maintains an extensive understanding of Vanderbilts Oracle financial system; maintains an extensive understanding of the institutions chart of accounts and departmental use of optional segments and Project Portfolio Management (PPM) POET structure.
- Maintains an extensive understanding of the universitys expense and procurement policies. Establishes communicates and modifies departmental processes in response to changes or updates in policies and procedures.
- Uses professional judgment and integrity to evaluate the appropriateness of expenditures.
- Uses high attention to detail to ensure every component of a requisition or expense report is accurate prior to approval.
- Serves as the key trainer for the Department Oracle Cloud systems and processes.
- Participates in recurring meetings trainings and round table discussions to allow opportunities for Financial Unit Managers across campus to learn from each other.
Department Budget & Finance
- Maintain and monitor annual budget.
- Works with Stewardship Office to administer endowments in accordance with their restrictions on an annual basis and oversees departmental stewardship reports.
- Monitor distribution of graduate aid endowments ensuring that department complies with current policies.
- Provides faculty support for VU financial and expense tools.
Employee Management
- Assists in the hiring supervision and development of administrative personnel including workflow management and annual performance evaluations.
- Prepares and processes paperwork related to hiring employees.
- Works closely with HCM Specialist on hiring payroll and performance issues.
Faculty Appointments
- Manages administrative portion of tenure and promotion process in accordance with college and university policies and in collaboration with department chair.
- Manages Interfolio files for tenure and promotion reviews and faculty recruitment.
- Monitors faculty TRS submissions in accordance with stated deadlines.
- Facilitates requests for postdoctoral scholars visiting scholars and interns/observers.
Departmental Operations
- Maintains departmental records and files.
- Continually develops and evaluates operational processes for the department.
- Assists in developing administrative goals and priorities for departmental strategic planning.
- Handles and maintains strict confidentiality of sensitive information.
- Coordinates and manages special events as needed.
- Supervises space and building issues.
Grant Management
- Assists A&S Grants Manager and Administrative Officer with departmental grant support.
- Provides reports to Principal Investigators regarding subcategories of expenses as needed.
- Serves as a departmental effort coordinator.
- Other duties as assigned
Supervisory Relationships:
The position has supervisory responsibility over key staff including a Program Coordinator and Administrative Specialist. This position reports administratively and functionally to the Senior Administrative Officer and indirectly to the Department Chair.
Qualifications:
Education and Certifications:
- A Bachelors degree from an accredited institution of higher education is necessary.
Experience and Skills:
- At least two years of directly related experience is necessary.
- At least four years of directly related experience is preferred.
- Strong interpersonal communication skills are necessary.
- Ability to use judgement to make administrative and procedural decisions is necessary.
- Ability to perform complex tasks and to prioritize multiple projects and competing deadlines is necessary.
- Ability to analyze and solve problems in a timely manner is necessary.
- Knowledge of grant policies and procedures is preferred.
- Knowledge of human resources administration policies and procedures is preferred.
- Knowledge of academic student policies processes and procedures is preferred.
Required Experience:
Manager
Employment Type
Full-Time
