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Senior Administrative Officer, Student Affairs

Vanderbilt University · Nashville, TN · 1 wk ago
AdministrativeFull-time

About the Role

The Senior Administrative Officer is a key individual contributor within Student Affairs at Vanderbilt University, leading day-to-day operations and finance functions. This position is responsible for financial operations, including developing monthly projections, preparing annual and long-range operating and capital budgets, and ensuring compliance with accounting principles and regulations. Reporting directly to the Chief Business Officer, the Senior Administrative Officer leads the Student Affairs Finance team and serves as a primary contact for departments and student organizations.

About Student Affairs

Student Affairs plays a central role in student learning and development at Vanderbilt, advancing the University’s mission of teaching, research, and service. We cultivate vibrant, inclusive communities that foster a student’s sense of belonging and well-being through collaborative partnerships, transformative learning experiences, and an accessible, holistic network of resources. Our values include connection, belonging, compassion, development, and innovation. Staff are committed to continuous growth in knowledge, awareness, skills, and experience engaging with these priorities in a higher education environment.

Responsibilities

  • Leads the Student Affairs Finance team through month-end close activities, ensuring accuracy and meeting deadlines.
  • Understands the role of a Financial Unit Manager (FUM) and Human Capital Management (HCM) to troubleshoot, serve as backup, and advise the team.
  • Analyzes and reconciles accounts for forecasting and budgeting.
  • Assists the Student Affairs Chief Business Officer in developing quarterly and annual operating and capital budgets.
  • Develops forecasts and summarizes budget variances in collaboration with the Chief Business Officer.
  • Maintains an extensive understanding of institutional and departmental policies, financial systems, the chart of accounts, and departmental use of optional segments and Project Portfolio Management (PPM) POET structure.
  • Evaluates the appropriateness of expenditures using professional judgment and integrity, addressing questionable transactions directly or escalating as needed.
  • Provides leadership, support, and supervision to the Student Affairs Finance team.
  • Builds and maintains strong working relationships within Student Affairs and Central Finance.
  • Establishes, communicates, and modifies departmental processes in response to changes in University policies and procedures, ensuring operational impact and institutional compliance.
  • Analyzes and streamlines business processes while maintaining internal controls, financial stewardship, and operational efficiency.
  • Leads projects, process improvements, and training for staff and students.
  • Serves as a backup Financial Unit Manager for Student Affairs and participates in recurring meetings, trainings, and discussions with Financial Unit Managers across campus.
  • Participates in University, division, and departmental committees and task forces, as assigned.
  • Supports division-wide events and colleagues to ensure the implementation and fulfillment of divisional goals and strategic priorities.

Supervisory Relationships

This position directly supervises two Administrative Officers and two Associate Administrative Officers, with one direct report overseeing three Administrative Coordinators, resulting in both direct and indirect supervisory responsibilities. The role reports administratively and functionally to the Chief Business Officer of Student Affairs.

Qualifications

  • A Bachelor’s degree from an accredited institution of higher education is required; a Master’s degree in Accounting or Business is preferred.
  • At least 5 years of directly comparable experience is necessary.

Skills

  • Expertise in Excel, Word, and PowerPoint.
  • Strong organizational skills and the ability to establish priorities.
  • Excellent interpersonal and communication skills, with the ability to work effectively with diverse constituencies.
  • Ability to analyze and interpret financial data and prepare financial reports, statements, and/or projections.
  • Ability to communicate accounting information, policies, and procedures clearly and effectively.
  • Knowledge of finance, accounting, budgeting, and cost control procedures.
  • Deadline-oriented, tech-savvy, and adaptable to changes in technology and processes.

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