Associate Administrative Officer

Position Summary:

The Associate Administrative Officer is an integral part of the Vanderbilt School of Engineering Deans Office

(VUSE). This position will serve as a liaison between the School's Work Units and the School Dean's Office as well

as support for those in administrative lead positions. As an Associate Administrative Officer, this position reviews

and processes all Human Capital Management transactions for various work units within the School of

Engineering.

Duties require a strong exercise of independent judgment, attention to detail, initiative, and the ability to make

decisions relative to the school's operations and academic mission. The position will function with a high degree

of understanding of university life, policies, and procedures.

About the Work Unit:

The Vanderbilt School of Engineering is internationally recognized for the superior quality of its research and

education programs in selected fields of engineering. The school prepares students to become leaders and

innovators in solving increasingly challenging and significant problems.

The school strives to meet the undergraduate education portion of its mission by offering these degree programs

in fields of engineering relevant to the needs of society. An objective of these programs is to provide a technical

education integrated with strong humanities, fine arts, and social sciences subject matter to provide the requisite

foundation for life-long learning. The availability of second majors and minors in subject areas in other schools

and colleges of the university increases opportunities for engineering students to enhance their education by

pursuing studies in the non-technical disciplines.

Key Functions and Expected Performance:

VUSE Hiring, Recruitment and Onboarding:

Resource and Point person for new work unit positions and replacements for assigned work units. Duties

to include:

o Candidate review and response in timely manner

o Strategy Sessions and social media posts

o Work with talent central on references, verbal, and formal offers

Onboarding for faculty, staff, postdocs, and interns/visitors

Develop and manage personnel administration:

Serves in Human Capital Management (HCM) specialist role for assigned work units

Display an awareness of and urgency around meeting hard deadlines

Maintain confidential personnel records for professional and non-professional staff

Works with lead administrative staff to update HR information in Oracle

o Reviews staff and student payroll on a monthly basis to confirm accuracy

o Reviews faculty titles and payroll on a quarterly basis to confirm accuracy

Possesses and develops expertise in faculty and staff HR life cycle, from onboarding to retirement

Advises faculty and staff on routine HR processes and identifies more complex situations that require the

involvement of the business officer or HR administrator for the school

Assists employees with self-service transactions, as needed

Identifies and understands the connections between policies and procedures and the resulting impact on

employees and communicates in advance of any impact

Maintains an extensive understanding of Oracle HR functions and related connections with Oracle

financial functions

Enters routine and additional payroll elements

Serves as the area resource on absence reporting

Interpret and communicate policies and procedures established at School and University levels to

departmental staff

Understands and processes:

o Paid and unpaid leaves for both faculty and staff

o Award compensations for faculty, staff, and students

o Non-employment/stipend assignments

o Expense assignments

Prepare reports as needed for review

Assist with annual performance reviews and staff raises for VUSE

Assists FMLA transactions

Backup for HCM transactions

Assist with payroll issues

Resource Departmental administrator positions (graduate program coordinators, administrative managers, and

similar roles):

Develop VUSE procedures with departmental input

Hold Open Office Hours/Labs

Have a thorough understanding of the systems, processing, and procedures

Train personnel in departmental systems and procedures

Communication and collaboration

Build and maintain strong working relationships both within the school and with centralized Human

Resources team members

Develop, interpret, and implement procedures for general departmental function, assuring that all

policies conform to university guidelines

Provide support for other HCM's within VUSE

Work independently on projects

Initiate and lead efforts to achieve effective communication with VUSE work units

Participate in recurring meetings and trainings to keep up to date on all school and institutional

policies/procedures and to disseminate new information to work units

Adapt easily to changes in technology and process

Have a "get the job done" attitude; accept responsibility; address problems rather than allowing

unresolved issues to linger; model willingness to contribute above and beyond the call of duty

Display self-awareness and feel comfortable asking for help/guidance when needed

Self-driven, work independently with minimal oversight/instruction

Assist with VUSE Staff Resource/Faculty Resource webpage, One notebook, teams

Supports HR/People Operations initiatives (employee morale events, staff gatherings, etc.

Other tasks as assigned

Supervisory Relationships:

This position does not have supervisory responsibility; this position reports administratively and

functionally to the Assistant Director of Administration - Human Resources.

Education and Certifications:

Bachelor's degree is necessary, Human Resources or Management is preferred

Master's degree is preferred

Experience and Skills:

3 years' experience in deadline driven position is necessary

Meticulous attention to detail and auditing skills is necessary

Strong organization and communication skills is necessary

Strong data processing skills, with minimal errors is necessary

Strong typing and 10-key skills is preferred

Vanderbilt experience and Oracle experience is preferred

Finance knowledge/experience is preferred

Intermediate Excel skills is preferred