The Administrative Manager (AM) is part of the Department Administrative Office at Vanderbilt University and is responsible for overseeing the daily administrative, personnel, and financial management activities for the department. This position provides specialist administrative services in areas such as fiscal management, faculty, staff, and student affairs, and general business administration. Reporting directly to the Senior Administrative Officer (SAO) and functionally to the Department Chair, the Administrative Manager participates with the Chair and the Associate Chair in strategic and operational decision-making as a member of the department's leadership team.

The Administrative Manager is responsible for transactional financial oversight in an operational capacity as Financial Unit Manager. The AM will review and approve financial transactions and processing. The AM will also serve as the Line Manager for department research staff, as applicable, and as the direct supervisor of department operational core staff.

About the Work Unit: The Department of Mathematics in the College of Arts & Science is a recognized world leader in mathematical research and education. The faculty includes several International Congress of Mathematicians (ICM) speakers, and about a third of the faculty are Fellows of the AMS. The department has leading research groups in several areas of mathematics, including biomathematics, combinatorics, geometry and topology, group theory, PDEs, universal algebra and logic, and harmonic analysis. The research achievements of Vanderbilt's mathematics faculty have been recognized by invitations to speak at prestigious mathematics conferences such as the International Congress of Mathematicians and the AMS-MAA Mathematical Meetings.

Duties and Responsibilities:

• Department Lead Administration:

• Serve as the department's lead administrator, employing judgment, initiative, and resourcefulness to guide the department financially and administratively.

• Work closely with the Department Chair, providing strategic and tactical financial and administrative recommendations, and oversee implementation.

• Participate in divisional lead administrator meetings.

• Budgetary / Financial:

• Serve as Department Financial Unit Manager (FUM), approving all expense allocations (e.g., procurement, expense reports, CORES, intercompany) to ensure charges are allowable, allocable, and reasonable.

• Prepare regular and ad hoc financial and budget reports.

• Monitor budgets and expenditures in projects for the unit/area/department.

• Report findings from analysis and incidental discoveries to the Chair and/or SAO.

• Work with grant personnel on restricted funding administration, including spending, reporting, compliance, setup, and closure.

• Oversee spending compliance across sponsored and non-sponsored funds within the department, including budget reconciliations and meetings with faculty and grants managers.

• Collaborate with the Grant Manager on periodic financial reporting and monitor direct and indirect costs to ensure they align with funding sources.

• Resolve issues regarding POs, payments, etc., with procurement and payment offices.

• Personnel Management:

• Serve as direct supervisor, recruiting and managing department core operational staff.

• Provide information (oral or written) to explain or clarify problems or issues and meet with professional/technical personnel to determine causes of specific issues.

• Participate in periodic management meetings to keep top management informed of problems and concerns.

• Provide various reports as assigned.

• Lead management meetings.

• Assess personnel performance and ensure individual administrative success by partnering, communicating, and coaching administrative staff and managers.

• Human Resources / Payroll:

• Serve as Line Manager for department staff.

• Post positions for recruiting.

• Review and approve direct time and time off.

• Enter staff changes (terminations, salary changes, etc.) via Oracle, PTO payout, collect keys, OneCards, etc.

• Communicate, implement, and interpret policies and procedures as appropriate.

• Additional Duties as Assigned:

Supervisory Relationships: This position supervises department core staff and reports administratively and functionally to the Divisional Senior Administrative Officer and functionally to the Department Chair.

Education and Certifications:

• A Bachelor’s degree from an accredited institution of higher education, or equivalent experience, is necessary.

Qualifications:

• Proven personnel and career management experience.

• Strong interpersonal and communication (written/verbal) skills are necessary.

• Demonstrated ability to use independent judgment and manage and impart confidential information is necessary.

• Demonstrated initiative and ability to analyze and solve problems in a time-efficient manner, including planning, developing, and coordinating multiple projects, is necessary.

• Proven strong financial and restricted fund administration experience.

• Knowledge of human resources administration principles and practices is strongly preferred.

• Knowledge of academic student policies, processes, and procedures is strongly preferred.

• Skills in the use of word processing, spreadsheet, and database software are necessary.

• Knowledge of Vanderbilt University policies and procedures is preferred.

• Familiarity with Vanderbilt ERP (Oracle Cloud/SkyVU) and other VU systems 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. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran, or any other characteristic protected by law.

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.