Assistant Director, Administrative Operations
Company: Vanderbilt University
Location: Nashville
Posted on: May 16, 2022
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Job Description:
Position Summary: The Assistant Director of Administrative
Operations leads the administrative and human resource functions
within the Administrative Operations team, as well as assist with
planning and strategic initiatives for the Division of
Administration and high-level compensation agreements. This
position oversees a variety of operations, which includes Employee
Immigration Services, PCI Compliance, and the contractual employee
service agreement with the Credit Union (a separate legal entity
with Vanderbilt employees). This position leads by example and
cultivates an environment of inclusivity and respect, providing
clear communications to engage active responsibility. Departmental
Overviews: + Employee Immigration Services supports the
appointment, hiring, and employment of foreign nationals in a
complex matter involving three United States government agencies -
the Departments of State, Labor, and Homeland Security. + PCI
Compliance manages the annual Payment Card Industry Data Security
Standards compliance certification process as well as providing
consultation services and support to Vanderbilt University
departments who accept credit cards. + Vanderbilt Credit Union is a
separate legal entity that provides financial services to
Vanderbilt University and Vanderbilt University Medical Center
employees. The credit union is managed by an independent board of
directors and the employees of the credit union are Vanderbilt
University employees. Duties and responsibilities + Communicate,
collaborate, and provide HR guidance and support to the division of
administration leadership, management, and staff regarding HR
administrative functions and communications. + Advises leaders and
staff on routine HR processes. Works with leaders to identify
complex situations that require partnership with central HR
leaders. + Guide hiring managers and candidates through the entire
employment cycle from pre-search memos and job postings to
interviews, offers, and onboarding + Manage the administrative
support functions for the student employment life cycles. Work with
hiring managers to understand student employment needs and process
all student employment hires and terminations. + Train and support
new leaders and staff on policy compliance and administrative
functions. + Advise operational leaders in matters of employee
relations, performance management, and employment terminations. +
Manage strategies for staff recruitment, retention, training and
compensation. + Act as a financial unit manager for the Office of
the Vice Chancellor. + Assist with preparation of annual operating
budget and quarterly forecast for units within the VC Admin entity
+ Monitor activity on departmental purchasing cards for
appropriateness, timeliness of reporting, and compliance with
University purchasing policies + Establishes and maintains a
high-functioning team focused on important outcomes. Envisions
organizational success and communicates clear goals and objectives.
+ Set a culture of respect, safety, collaboration, professional
development, and excellence. Focus on continuous improvement. +
Develop and communicate organizational structures and workflows to
achieve efficiency and excellence + Plan, orchestrate, communicate
and manage change effectively + Set challenging goals with direct
reports related to department goals and objectives and provide
ongoing feedback toward job performance and goals. In conjunction
with direct reports, review and communicate job descriptions
annually. + Assist Associate Vice Chancellor and Senior Director
with departmental planning, cross-departmental collaborations,
division-wide projects, and University strategic initiatives. +
Develop and maintain thorough documentation of all administrative
processes and procedures. + Manage communications protocols and
shared repository of DofA processes and policies. Supervisory
Relationships: This position has supervisory responsibility for
several team members. Functional oversight of the employee service
agreement for the Vanderbilt Credit Union. This position reports
administratively and functionally to the Senior Director of Finance
in the Division of Administration. Qualifications + A Bachelor's
degree is necessary. + Minimum of five years of progressive
administrative experience working in human resources or business
management role is necessary. + Progressively responsible,
successful supervisory and managerial experience in administrative
operations is necessary. + Strong Organizational skills are
necessary + Strong critical thinking/ problem solving skills are
necessary + Experience working with senior leadership is necessary
+ Financial background including the review of budgets is necessary
+ Ability to work on multiple projects simultaneously is necessary
+ Professional and pleasant attitude with considerable tact,
diplomacy, and judgment in interactions with students, faculty, and
staff is necessary + Demonstrated commitment to equity and
inclusion through both the completion of job duties and in
interactions with others is necessary. + Experience working in a
higher education/ academic setting is preferred 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.
Please note, all candidates selected for an offer of employment are
subject to pre-employment background checks, which may include but
are not limited to, based on the role for which they have been
selected: criminal history, education verification, social media
review, motor vehicle records, credit history, and professional
license verification.
Keywords: Vanderbilt University, Nashville , Assistant Director, Administrative Operations, Administration, Clerical , Nashville, Tennessee
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