JOB SUMMARY: Position will help support the Assistant Director of Finance and Administration with all department finance and administration activities including budget, financial reporting, contracts, invoices, and HR processing.
Produce and analyze all financial and administrative reporting for the department including monthly budget reports tracking actual v. budget and FTE/position reports. Present results and recommendations of reports to internal and external customers.
Work with centralized finance to perform all month-end and fiscal year-end close processes, including accruals and reallocation of expenses.
Assist Assistant Director of Finance & Administration with fiscal year budget processes, including formulating budget with department leadership and entering budget into financial systems.
Maintain all contracts in centralized contract repository, ensuring all contracts are valid and required documentation is present and up-to-date.
Work with department leadership and Procurement to begin and complete any contract changes, including the processing and executing of extensions, amendments, and new agreements.
Commence and oversee any request for proposals (RFPs), in collaboration with Procurement and department leadership, for potential new services or improvement of existing services.
Requisition any purchase orders needed to reimburse current or new contracts/vendor services, ensuring purchase order coincides with budget.
Track all vendor invoicing, confirming that all expected vendor invoices are received each month and expensed on the correct purchase order/cost center. Work with Procurement and AP to resolve any errors/discrepancies.
Work with centralized HR and internal staff to assist in all departmental HR activities including recruitment, onboarding, and orientation
FINANCIAL ANALYSIS (INTERMEDIATE):- The process of evaluating businesses, projects, budgets, etc. to determine their performance, stability and profitability.
COMMUNICATION OF RESULTS (INTERMEDIATE):- Communicates results and recommendations to customers in a concise and non-technical format. Clearly states implications and potential next steps. Presents analysis, ideas, and findings using the appropriate data visualization and presentation tools [such as Word, Excel, Tableau, and PowerPoint].
PROBLEM SOLVING (INTERMEDIATE):- Uses critical thinking and process improvement i.e. coaches and mentors development of problem statement, describes current state, identifies root causes, creates future state, coaches and mentors development of solutions and action plans with a sustainability plan. Applies appropriate tools to address issues.
PROJECT MANAGEMENT (INTERMEDIATE):- Planning, organizing, and managing resources to bring about the successful completion of specific project goals and objectives.
WRITTEN COMMUNICATION (INTERMEDIATE):- Demonstrates the ability to write clear, detailed, and comprehensive status reports, memos and documentation. Demonstrates an understanding of effective composition, such as having first line in a paragraph state the subject.
Organizational Impact: Executes job responsibilities with the understanding of how output would affect and impact other areas related to own job area/team with occasional guidance.
Problem Solving/ Complexity of work: Analyzes moderately complex problems using technical experience and judgment.
Breadth of Knowledge: Has expanded knowledge gained through experience within a professional area.
Team Interaction: Provides informal guidance and support to team members.
Vanderbilt University Medical Center is a comprehensive health care facility dedicated to patient care, research, and biomedical education. Our reputation for excellence in these areas has made us a major center for patient referrals from throughout the Mid-South. Each year, people throughout Tennessee and the Southeast choose Vanderbilt University Medical Center for their health care because of our leadership in medical science and our dedication to treating patients with dignity and compassion.The mission of Vanderbilt University Medical Center is to advance health and wellness through preeminent programs in patient care, education, and research.