The Administrative Manager, an integral member of the Dean’s Office within the College of Arts and Science (A&S) at Vanderbilt University, holds primary responsibility for overseeing the administrative, operational, and business functions of the Office of Undergraduate Education (OUE). Reporting directly to the Chief Operations Officer and collaborating closely with the Assistant Deans in OUE, this role provides leadership in managing the Office of Undergraduate Education, its staff and student workers. The Administrative Manager performs advanced administrative functions that demand strategic decision-making skills and sound judgment, supported by an in-depth knowledge of university policies, procedures, and best practices.
About the Work Unit:
The College of Arts and Science at Vanderbilt University is a highly selective liberal arts college at the heart of a major research university. It seeks to attract a diverse student body of high promise and ability from throughout the United States and the international community. Its mission is to engage in significant and innovative research, scholarship, and creative expression in the humanities, natural sciences, and social sciences, to offer distinguished, well-taught programs of undergraduate and graduate education in the liberal arts and sciences, and to foster service to society overall.
Duties and Responsibilities:
Office of Undergraduate Education Operations (70%)
OUE Office Management Leadership: Provides strategic oversight of office staff to ensure prompt and effective assistance for the Assistant Deans, as well as timely and reliable support for all visitor interactions and office communications, ensuring, efficient issue resolution, and an optimal flow of office activity. Operational Oversight: Directs daily operational activities to sustain a smooth and productive environment for all constituents. Primary Liaison Role: Establishes and maintains seamless high-level communication and coordination (in person and digital) between the OUE, the larger A&S Dean’s office, undergraduate colleges, the University Registrar’s Office, A&S departments and programs, and the Student Care Network to support alignment and collaboration. Serves as liaison between OUE and A&S Dean’s office, including the Associate Dean and the Chief Operations Officer. Maintains relationships with other undergraduate offices across the university by partnering with the Assistant Deans in all UG roles. Academic Calendar Coordination: Manages and coordinates all tasks related to the undergraduate academic calendar and orchestrates special events as necessary, ensuring alignment with key academic timelines. Executive Administrative Support: Assists associate and assistant deans with operational needs, including committee facilitation and bulk communication management, ensuring smooth administrative function. University System Training Leadership: Serves as the primary trainer for essential university systems (Oracle, YES, PeopleSoft) and maintains top-level administrator access, ensuring staff are proficient and systems are accessible. Records Management: Ensures the precise and secure maintenance of departmental records and files, in compliance with university standards. Process Improvement: Continuously refines and assesses operational processes to drive improvements in office efficiency. Strategic Administrative Planning: Collaborates on the development of OUE and Dean’s office administrative goals and priorities for strategic planning in partnership with Associate and Assistant Deans. Participates in strategic planning meetings by actively providing input and ideas and aids the deans in communicating and carrying out determined goals. Delegation and Workflow Management: Effectively delegates tasks to optimize workflow and achieve operational goals. Confidentiality Management: Handles sensitive information with the highest level of confidentiality, working closely with the Student Care Network and faculty as necessary.
Employee Management (20%)
Personnel Oversight: Responsible for hiring, supervising, and managing the professional development of the OUE administrative personnel, including strategic workflow organization and annual performance evaluations. Hiring Documentation Processing: Prepares and processes essential documentation for hiring, ensuring compliance with university protocols. Line Management: Serves as the Line Manager for staff, ensuring effective team support and personnel management. HR Collaboration: Partners closely with the HCM Specialist on hiring, payroll, and performance-related issues, ensuring adherence to university standards and effective resolution of HR matters.
Student Services Budget & Finance (10%)
Budget Oversight: Manages and monitors annual budgets for student service activities, including the College of Arts and Science Pre-Major Academic Resource Center, College Scholars and Honors Programs, Master of Liberal Arts and Science Program, OUE Operating Budget, Merit Scholarships, and Undergraduate Travel Awards. Financial Assistance: Provides guidance to faculty, students, and staff on VU financial and expense tools to facilitate smooth financial operations. Policy Adherence and Process Adaptation: Maintains comprehensive knowledge of university expense and procurement policies, adjusting processes proactively in response to policy updates. Financial Systems Proficiency: Maintains expert knowledge of Vanderbilt’s Oracle Cloud financial systems, including the institutional chart of accounts and the Project Portfolio Management (PPM) POET structure, to facilitate accurate financial management.
Supervisory Relationships:
This position reports directly to the Chief Operations Officer and holds a strategic supervisory role over OUE staff, with substantial responsibility for fostering effective engagement and collaboration across the University community, including students, faculty, parents, and staff.
Qualifications
Bachelor's degree from an accredited institution is necessary. Minimum of five years of relevant experience required, preferably in higher education. Excellent written and verbal communication skills. Strong organizational and analytical skills. Resourcefulness and attention to detail. Exceptional interpersonal skills, with the ability to interact effectively across the University and externally. Proven ability to plan, develop, and manage multiple projects. Capability to work independently and collaboratively as part of a team. Proficiency in Microsoft Office (Word, Excel, PowerPoint). Familiarity with REDCap and dashboard/data management preferred. Understanding of student information privacy laws and ethics, including FERPA.