Manager, Administrative Job at Vanderbilt University in Nashville

The Manager, Administrative position is part of the Vanderbilt Basic Sciences (VBS), Office of Human Resources (OHR) team and assists with management of personnel exercising discretion and independent judgement with respect to matters of significance within Basic Sciences, which includes a large population of faculty, postdoctoral scholars, lab personnel, administrative staff, research interns and student workers. About the Work Unit: The VBS OHR is a collective of human resources professionals assigned to oversee and provide support to staff, faculty, postdoctoral scholars and students across all areas of Basic Sciences and is housed within the Dean’s Office Duties and Responsibilities Resource for HR Functions • Work with HR Team Lead to develop strategies and communications for implementing ongoing changes in HR policies and processes • Interpret, implement and communicate compliance requirements, policies and proceduresto staff as appropriate and direct them to resources for completion • Serve as a resource to line managers about HR issues o Collect information, ask clarifying questions and apply critical thinking skills to identify and understand needs, expectations and potential concerns o Work with line managers to address personnel issues as they arise, always maintaining confidentiality o Collaborate with HR Consultant as needed for recommendations and solutions • Respond to HR-related employee inquiries, providing solutions, reaching out to areas such as payroll and benefits on behalf of the employee, when appropriate and/or directing employees to a specific resource Position Description Human Capital Management (HCM) Specialist • As HCM Specialist, understand, maintain and update HR information in SkyVU • Assist employees with self-service transactions in SkyVU as needed • Review biweekly timecards, contacting line managers and employees as necessary regarding submissions, approvals and accuracy of reporting • Process faculty transactions in Oracle such hiring, promotions, leaves and salary increases • Remain well-informed of Oracle updates and changes Management of Appointed Positions • Oversee appointments and re-appointments of Postdoctoral Scholars, Research and Trainees, Research Interns, and Student Observers (including minors) • Work closely with Principal Investigator, the Office of Postdoctoral Affairs, and the Office of Biomedical Research Education & Training to complete the appointment and onboarding of Research Fellows, Research Trainees, Research Interns, and Student Observers • Obtain internal budget approval and chair approval for all appointments • Communicate and ensure compliance with requirements for Placement of Minors in labs, including background checks, Protection of Minors training, and consent forms Management of Staff Positions • Consult with line managers regarding staffing needs at every level, exempt, non-exempt, temporary, interns, students and observers • Coordinate the recruitment of staff and hiring in Oracle through close collaboration with Central HR • Facilitate the hire of undergraduate student workers working with the Office of Student Employment • Ensure smooth and timely onboarding of new hires Visa Administration • Ensure international faculty, staff and interns obtain and maintain appropriate work authorization and visa documents to avoid deportation, unnecessary detainment in home country or temporary discontinuance of work • Communicate requirements, gather information, and submit case initiations and extension requests for H-1B, J-1, TN-1, E-3 and Permanent Residency applications • Consult and problem-solve as needed with the Employee Immigration Services, International Student & Scholar Services, and Ogletree Deakins, Vanderbilt’s immigration partner Other duties as assigned, including projects as time and interests allow Supervisory Relationships: • This position does not have supervisory responsibility. • This position reports to the VBS OHR Director. Education and Certifications: • A Bachelor’s degree from an accredited institution of higher education is necessary. • A human resources or other business degree with related business experience is strongly preferred. Experience and Skills: • At least three years of experience in the field of higher education administration and/or human resources is necessary. • Experience with Oracle is preferred. • Intermediate Microsoft Excel skills are preferred. • Strong Organizational skills are necessary • Strong critical thinking/ problem solving skills are necessary • Experience working with senior leadership and faculty is necessary • Comfort with new technological systems. Ability to adapt easily to changes in technology and process is necessary • Ability to work on multiple projects simultaneously is necessary • Professional and pleasant attitude with considerable tact, diplomacy, and judgment in interactions with students, faculty, and staff is necessary Commitment to Equity, Diversity, and Inclusion At Vanderbilt University, we are intentional about and assume accountability for fostering advancement and respect for equity, diversity, and inclusion for all students, faculty, and staff. Our commitment to diversity makes us who we are. We have created a community that celebrates differences and lets individuality thrive. As part of this commitment, we actively value diversity in our workplace and learning environments as we seek to take advantage of the rich backgrounds and abilities of everyone. The diverse voices of Vanderbilt represent an invaluable resource for the University in its efforts to fulfill its mission and strive to be an example of excellence in higher education. Vanderbilt University is an equal opportunity, affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran, or any other characteristic protected by law. Please note, all candidates selected for an offer of employment are subject to pre-employment background checks, which may include but are not limited to, based on the role for which they have been selected: criminal history, education verification, social media review, motor vehicle records, credit history, and professional license verification.