Administrative Officer, Vanderbilt Enterprises

The Administrative Officer serves as a key operational partner supporting Vanderbilt Enterprises, providing leadership across human capital administration, financial operations, and departmental compliance functions. This role oversees complex employee lifecycle processes for hourly, unionized, and management positions, including recruitment, onboarding, payroll-related transactions, leave administration, accommodations, and employee data management within Oracle Cloud HCM. **Position Summary:** The Administrative Officer serves as a key operational partner supporting Vanderbilt Enterprises, providing leadership across human capital administration, financial operations, and departmental compliance functions. This role oversees complex employee lifecycle processes for hourly, unionized, and management positions, including recruitment, onboarding, payroll-related transactions, leave administration, accommodations, and employee data management within Oracle Cloud HCM. Serving as a primary liaison between Vanderbilt Enterprises and People, Culture, and Belonging (PCB), this position provides subject matter expertise on employment processes, leave administration, accommodations, and operational policy interpretation while ensuring accurate and compliant execution of HR-related transactions and processes. This role also serves as the Financial Unit Manager (FUM) for Vanderbilt Enterprises and is responsible for reviewing and monitoring departmental financial transactions, operational procedures, and compliance practices. The position plays a critical role in supporting financial stewardship, audit readiness, and adherence to university, state, and federal policies and regulations while helping establish scalable administrative and operational processes to support the continued growth of Vanderbilt Enterprises. **About the Work Unit:** Vanderbilt Enterprises is a strategic initiative launched to unlock the full potential of Vanderbilt University’s assets—facilities, services, and partnerships—to generate sustainable revenue and support long-term institutional priorities. Led by CEO Markus Schreyer, the venture draws inspiration from global best practices in hospitality, sports, and entertainment, reimagined for the collegiate landscape. **Key Functions and Expected Performance:** **Human Capital Management:** • Champion departmental culture and employee engagement initiatives by assisting with team-building events, staff recognition efforts, and internal morale-building activities across Vanderbilt Enterprises. • Support leadership in planning and coordinating employee engagement programming, onboarding experiences, and team events that foster collaboration, communication, and a positive workplace culture. • Serve as an expert in the complete employee life cycle, managing all stages from onboarding through retirement, and ensuring a seamless employee experience. • Provide staff with advice on routine administrative processes, escalating complex cases to the appropriate leadership for resolution. • Act as the HCM specialist, overseeing employment actions and payroll transactions. Investigate payroll discrepancies, offering guidance to management and employees to resolve issues timely. • Maintain a comprehensive understanding of HCM functions and their financial implications, ensuring accurate processing and system connectivity. • Analyze and process complex HCM transactions with a clear understanding of their broader organizational impact. • Manage all HCM transactions for hourly recruitment, from compensation review, requisition creation through new hire onboarding, to support smooth hiring processes that sit within the department level. • Ensure timely and accurate weekly timecard submissions, helping and troubleshooting as needed. Process various compensation awards, including -performance and sign-on bonuses. • Partner with PCB to administer employee leaves of absence, including FMLA, accommodations, disability, personal, and oth…