Assistant Director, Administrative Operations

Company: Vanderbilt University
Location: Nashville
Posted on: May 16, 2022

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