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Vanderbilt University Medical Center
Vanderbilt University Medical Center
H1B Visa SponsorConsultingEducationHospitality
Vanderbilt University Medical Center is an academic health system focused on patient care, biomedical research, and medical education. Its network of hospitals and clinics provides primary, specialty, and subspecialty services across the Mid-South, while its research and training programs support advances in healthcare and the development of future medical professionals. The center also serves as a major referral institution, bringing clinical expertise and innovation together in one organization.
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Associate Administrative Officer, Research Administration (Hybrid)

Oversee complex financial and administrative operations for research portfolios within Vanderbilt University’s School of Medicine Basic Sciences. Advise faculty, manage budgets and reporting, coordinate procurement, and support sponsored-project compliance.

USUnited StatesTNTennesseeHybridFull-timeJuniorMiddleNo degree requiredEnglish RequiredAdministrative Assistant
CloudOracle

Description

  • Manage financial administration for designated departments, faculty portfolios, and sponsored and non-sponsored projects independently.
  • Produce, analyze, and present monthly financial and forecast reports for faculty and departmental leaders.
  • Assess salary, fringe, and non-salary activity, communicating financial status, risks, trends, and recommended actions.
  • Detect deficits, unallowable or misclassified costs, funding shortfalls, and discrepancies, then lead resolution efforts.
  • Prepare and review effort, project, portfolio, and customized financial reports.
  • Assess, prepare, submit, and track retroactive cost transfers and other financial adjustments.
  • Review final reports and closeout information, reconciling records and resolving variances with Research Finance and central offices.
  • Create internal project budgets and advise faculty on resource distribution, spending approaches, and anticipated financial results.
  • Contribute to annual budget planning by gathering, validating, and evaluating financial data.
  • Work with procurement colleagues to address commitments, encumbrances, payment concerns, subcontract invoices, billing, and budget agreements.
  • Maintain and verify personnel and billing data in university and medical center systems, including iLab.
  • Advise stakeholders on finance, research administration, procurement, and operational issues.
  • Lead assigned initiatives and special projects through documented plans, priorities, milestones, and follow-up.
  • Create and refine departmental financial and administrative procedures.
  • Cultivate working relationships with faculty, staff, Research Finance, procurement, shared resources, and university partners.
  • Attend meetings, training, and roundtable sessions while sharing expertise and contributing to team resources.
  • Use sound professional judgment and discretion when handling confidential or sensitive information.

Requirements

  • A bachelor’s degree in business, finance, accounting, or a related discipline from an accredited institution is preferred.
  • At least four years of progressively responsible experience in financial management, research administration, accounting, or a related area is required.
  • Experience overseeing sponsored-research finances in higher education, an academic medical center, or a similarly complex organization is strongly preferred.
  • Advanced Microsoft Excel skills.
  • Working proficiency with Microsoft Word and PowerPoint.
  • Experience using Oracle Cloud or a comparable enterprise resource planning platform is preferred.
  • Ability to interpret complex financial data, anticipate issues, formulate practical recommendations, and complete corrective actions.
  • Understanding of financial controls, expense analysis, budgeting, forecasting, reconciliation, and financial reporting.
  • Familiarity with not-for-profit or sponsored-program auditing standards is preferred.
  • Strong communication and relationship-building abilities.
  • Capacity to work independently, balance competing priorities, meet deadlines, and collaborate within a team.
  • Professionalism, maturity, sound judgment, and discretion in handling confidential and highly sensitive information.
  • A continuous-improvement orientation with the ability to find efficiencies, reinforce processes, and adapt to change is preferred.

Benefits

  • Equal-opportunity employment.
  • Access to professional development and growth opportunities.
  • Hybrid work arrangement.

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