The Financial Unit Manager & HCM Specialist is a key contributor on the administrative team for the Division of Government and Community Relations (GCR). This position supports the day-to-day operations of Human Capital Management (HCM) and finance functions, serving as the Financial Unit Manager (FUM). This position will assist with the hiring process, costing and payroll, end of employment and other HR transactions, and serves as a resource for time and absence reporting. This position also undertakes financial management and other operational and financial processes such as procurement, tracking all financial transactions, monthly and annual reporting, and system training. The role requires a deep understanding of institutional and departmental polices, often providing general guidance for staff.

The Division of Government and Community relations is responsible for the university’s advocacy work with all branches of government and for leading community initiatives and fostering and supporting community engagement. The division serves as the institution-wide hub for public policy and community initiatives by developing unique relationships with and communicating to Vanderbilt’s vast array of external and internal constituencies. It is GCR’s role to inform and educate officials and community leaders on Vanderbilt initiatives and assure the maintenance of good relationships at the local, state, and federal level as well as to activate the Vanderbilt community to engage policy officials. We are an advocate, we facilitate, and we help fund community organizations that align with Vanderbilt's mission.

Work Arrangement: This position has the opportunity for a flexible work schedule between working from the office and working from home.

Application Requirements: Applications require both a cover letter and resume.

Duties and Responsibilities

Key Functions and Expected Performance:

Financial Analysis/FUM (50%)

• Reviews and approves all financial transactions for GCR (including credit card transactions, cash deposits, intracompany charges, and purchase orders), confirming all chart of accounts align with designated budgets.

• Ensures all transactions are in compliance with campus finance and expense policies. Uses excellent professional judgment and integrity to evaluate the appropriateness of expenditures and address questionable transactions either directly or by escalating them, if needed.

• Supports the GCR Director of Business Operations with budget planning and implementation, including submission of quarterly forecasting in PBCS.

• Provides GCR teams with ledgers, updated forecast figures, and other reports to assist with the management of their budgets.

• Prepares recurring reports to assist in monitoring departmental activity and compliance.

• Manages cash deposits and credit card transactions and submits accompanying external transaction reports.

• Produces semi-annual and annual filing requirements, including for property and unrelated business income taxes.

• Maintains an extensive understanding of the university’s chart of accounts, institutional and departmental financial policies and regularly participates in university and

departmental training opportunities.

• Serves as backup for departmental purchasing and corporate card transactions as needed and in accordance with university and departmental policies.

Human Resources Management/HCM (30%)

• Performs Oracle transactions for hires, costing, assignment updates, cost allocation changes, timesheet corrections, payroll, assignment terminations, and other HCM actions.

• Maintains an extensive understanding of Oracle HCM processes, actively participates in ongoing training, and helps identify department process improvements related to HCM transactions.

• Approaches questions and concerns from faculty, staff, and students with urgency; ensures that inquiries are handled quickly, and resolution is communicated timely. When needed, identifies more complex situations that require the involvement of others.

• Maintains an awareness of HR deadlines and related employee impact.

• Supports Director of Business Operations to ensure all staff comply with institutional policies related to their employment with the university, including conflicts of interest, cybersecurity, and protection of minors.

• Exhibits absolute discretion with highly sensitive and confidential HR and payroll information.

Operational Support (20%)

• Serves as an area resource for staff and student questions about finance and business policies, systems, and processes including completing timesheets, purchase requisitions, and expense reports.

• Establishes, communicates, and suggests improvements to departmental processes as needed or in response to changes in university policies and procedures.

• Participates in recurring meetings, trainings, and other opportunities to enhance knowledge, skills, and better understand resources available to staff.

• May assist Osher Lifelong Learning Institute (OLLI) and Dyer Observatory with completion of annual payment card industry (PCI) compliance.

• May assist OLLI Director with annual report to Bernard Osher Foundation.

• Other administrative, financial and HR related tasks as assigned.

Supervisory Relationships:

This position does not have supervisory responsibility; this position reports administratively and functionally to the Director of Business Operations for GCR.

Education and Certifications:

• Bachelor’s degree or equivalent professional experience is necessary.

• Master’s degree is preferred

Qualifications:

• 4 years of related experience is necessary.

• Skill in organizing resources and establishing priorities is necessary.

• Ability to analyze and interpret financial data and prepare financial reports, statements and/or projections is preferred.

• Ability to effectively communicate accounting information, policies, and/or procedures is preferred.

• Knowledge of finance, accounting, budgeting, and cost control procedures is preferred.

• Highest personal and professional integrity with demonstrated ability to handle high level sensitive and confidential information is necessary.

• Exceptional interpersonal skills with the ability to interact and maintain vibrant connections with individuals across the university and externally is necessary.

• Demonstrated ability to analyze, understand and use data is necessary.

• Excellent organizational and planning skills are necessary.

• Experience in higher education is preferred.

• Superior time management skills with the ability to manage multiple, complex projects efficiently and effectively with quick turn-around is necessary.

• Superior verbal and written communication skills, and the ability to articulate and present information to various diverse audiences are necessary.

• Proficiency in office software tools (e.g., Microsoft Excel, Word, PowerPoint), and other technology tools for communication (Microsoft Teams), analysis and operation is necessary.

• Experience with Salesforce is preferred.

• Experience with Trello or similar project management platforms is preferred.

• Strong proofreading and editing skills with precise attention to detail are preferred.

• Professional attitude and considerable tact, persuasion and judgment when interacting with internal and external constituents is necessary.

• Exhibit a growth mindset with a willingness to learn new skills when the situation demands it 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.