Associate Administrative Officer

Job Description The Associate Administrative Officer is a key member of the College of Connected Computing (CCC) at Vanderbilt University, responsible for managing and executing financial unit management (FUM) and human capital management (HCM) operations. Reporting to the Director of People Operations, this role ensures the accuracy, compliance, and efficiency of financial and HR processes across the College.

The Associate Administrative Officer is a key member of the College of Connected Computing (CCC) at Vanderbilt University, responsible for managing and executing financial unit management (FUM) and human capital management (HCM) operations. Reporting to the Director of People Operations, this role ensures the accuracy, compliance, and efficiency of financial and HR processes across the College.

This position serves as an operational partner to leadership, faculty, and staff, supporting day-to-day financial and personnel transactions while maintaining alignment with university policies and procedures. The role requires strong judgment, attention to detail, and the ability to manage complex administrative processes in a dynamic and rapidly evolving environment.

The College of Connected Computing is Vanderbilt's first new college in 40 years and is in the early stages of building its academic and administrative structure. The College advances interdisciplinary research and expands computing education through a "computing for all" approach.

Financial Unit Management (FUM)

• Review and approve financial transactions in Oracle, including procurement requisitions, travel and expense reports, procurement card activity, and intercompany transactions
• Maintain strong working knowledge of Vanderbilt’s Oracle financial system, including chart of accounts and Project Portfolio Management (PPM) structures
• Interpret and apply university expense and procurement policies; establish and communicate departmental processes in response to policy updates
• Partner with the Senior Associate Business Officer to evaluate expenditures and ensure appropriate use of funds
• Ensure accuracy, completeness, and compliance of all financial transactions prior to approval
• Participate in university-wide FUM meetings, trainings, and roundtable discussions to remain current on policies and best practices

Department Budget and Financial Support

• Partner with the Finance team to monitor and maintain the College's annual budget
• Provide support and guidance to faculty and staff on financial tools, expense processes, and compliance requirements
• Assist in identifying and resolving financial discrepancies or issues as they arise

• Coordinate and execute Oracle HCM transactions across the employee lifecycle, including hires, rehires, job changes, transfers, and terminations for students, faculty, and staff
• Initiate and manage transactions within Oracle HCM, ensuring data accuracy and adherence to established approval workflows
• Monitor transaction status, proactively track approvals, and resolve errors or rejections to ensure timely completion
• Serve as a key point of contact for departments, providing guidance on transaction entry, required documentation, and process timelines
• Troubleshoot Oracle HCM issues in collaboration with HRIS and central HR teams to resolve discrepancies
• Run and interpret Oracle HCM reports to support operational decision-making and leadership requests
• Collaborate with Payroll, Benefits, and Finance teams to ensure accurate downstream processing of HCM transactions
• Identify opportunities to improve HCM workflows and support continuous process improvement initiatives

• Support CCC Grants Managers with departmental grant administration…