Administrative Manager (HCM), Division of Communications and Marketing
Location: Nashville, TN, United States,
Internal Number: 10001604
The Administrative Manager (HCM) is part of the Communications and Marketing team at Vanderbilt University and is responsible for the strategic management of talent and resources in support of divisional priorities and the mission of the university. Working closely with the Senior Business Operations Manager and the Chief of Staff, the Administrative Manager (HCM) administers all aspects of the staff recruitment, retention and development, as well as workplace issues management.
This position works closely with divisional leadership, managers and core partners in the Human Resources area of the university to achieve results against the staffing vision for the Communications and Marketing Team. The Administrative Manager (HCM) implements campus-wide staff initiatives within the business unit while also designing and administering initiatives internal to the division in support of staff onboarding, rewards and recognition, retention, professional development, performance management, and team-building. A successful approach to this role will include a genuine interest in the success of all staff, including the thoughtful development and meaningful deployment of each staff member's full potential. The Administrative Manager (HCM) will also lead staff-related projects and priority initiatives at the request of and on behalf of the Senior Business Operations Manager and the Chief of Staff.
Reporting directly to the Senior Business Operations Manager, this position does not have supervisory responsibility, but will work closely with the Financial Unit Manager (FUM), leadership and managers throughout the work unit. This role requires a high level of confidence and trust in dealing with confidential materials and interfacing with senior executives. While some flexibility exists, this role requires the ability to report to work in person on the Vanderbilt University campus according to the needs of the Senior Business Operations Manager and the Chief of Staff
The Office of the Vice Chancellor for Communications and Marketing drives the mission and strategy of the division and acts as the front office for the university on all matters related to communications and marketing. The Communications and Marketing team is a dynamic and collaborative group that develops and executes strategies that inform, engage and inspire others to participate in Vanderbilt University's global academic and research mission. The Office of the Vice Chancellor works closely with the leadership of the three work units within the division (University Relations, Strategic Communications and Marketing) to ensure key performance indicators are met across the division, including programmatic, budgetary and operational indicators, to achieve the greatest impact in support of the university's priorities.
Duties and Responsibilities
Serve as a strategic partner to each AVC when it comes to managing their individual team's human capital, including recruitment, retention and development of staff.
Serve as a primary point of contact for Communications and Marketing staff on all human resources (HR) matters.
Working with the Senior Business Operations Manager and the Chief of Staff, craft a curated journey for Communications and Marketing employees from recruitment to offer to on-boarding to continuous development and advancement to retirement and off-boarding.
Oversee the implementation of regular division-level orientation sessions for new employees, constantly updating and improving the curriculum and resources as part of the on-boarding process.
Manage the core office equipment for staff, consulting closely with the Senior Business Operations Manager and Financial Unity Manager (FUM) to control for costs and budget constraints.
Collaborate with colleagues in the central Human Resources team to manage talent acquisition, development and advancement for the division in line with university policies, guidelines and procedures.
Serve as the emergency coordinator for the division, including maintaining accurate staff lists, means of contact, and current location information that may need to be used in the event of an emergency.
Enforce campus-wide staff initiatives, such as learning requirements, and address potential conflicts between new policies and procedures and their implementation within the division.
Advise staff on routine HR processes and identify more complex situations that may require the involvement of the Senior Business Operations Manager and/or the Chief of Staff.
Assist staff with HR-related self-service transactions in Oracle, as needed, e.g. time cards, absence reporting, benefits enrollment, and more.
Maintain an extensive understanding of Oracle's HR functions and related connections with Oracle financial functions in coordination with the FUM and the Senior Business Operations Manager.
Employ analytical thinking skills, creatively problem solving and clearly and concisely communicate relevant information to staff in order to facilitate their ability make informed decisions and to ensure accuracy of HR action.
Maintain a high-level, full-division perspective in order to ensure that all and scenarios and component actions are evaluated to assess impact and determine the best outcome both within the individual work unit and the larger division.
Analyze and process complex transactions with forethought to implications and required communications.
Working closely with the Chief of Staff, plan and execute regular all-staff meetings with a balance of team updates, learning opportunities and mission-based content.
Working with the MarComm Kaizen Committee and divisional leadership, plan and execute the annual MarComm Kaizen Week, a week-long series of learning opportunities consisting of a mix of voluntary and required sessions covering a wide range of topics relevant to the Communications and Marketing staff, the work of the division and the mission of the university.
Develop a strategic approach to professional development within the Communications and Marketing team both at the individual level and across smaller team configurations.
Working closely with the Chief of Staff and other leadership, support a robust approach to performance management, including regular feedback, mid-year and end-of-year evaluations, and the merit increase and bonus cycles.
In coordination with the Chief of Staff and leadership team, administer team award, including nominations, selection management, announcement and recognition. When a monetary prize is included, work closely with the FUM to ensure the prize is properly documented and awarded to the employee in a timely fashion.
Oversee the implementation of hybrid (virtual and in-person) team-building and culture-building activities that engage both new and existing employees in fun and creative ways.
Facilitate informal staff engagement, such as the annual chili cook-off.
Work closely with Chief of Staff to administer the annual staff survey, track year-over-year data and make recommendations for improvements as may be needed.
Demonstrate understanding of the university's mission, values, goals and priorities and an ability to ensure that all are considered in directing the talent and human resources of the Communications and Marketing team.
Operate in a highly organized fashion with attention to detail on all projects. Take initiative and a pride in ownership of all projects, no matter how large or small.
Handle a wide array of confidential information with integrity and interface discreetly with leaders at all levels.
Exercise executive-level communication skills, both written and verbal; leverage the art of writing concise and impactful emails, talking points and briefings materials.
Communicate and collaborate effectively with a wide range of audiences--including faculty, students, leadership, staff, alumni, suppliers and agencies.
Efficiently and effectively manage multiple, complex and results-oriented projects with both quick turn-around requirements and multi-year planning requirements as dictated by project needs.
Adhere to confidentiality and business ethics; demonstrate outstanding judgment and discretion and an ability to navigate sensitive situations.
Work outside regular business hours as needed in order to perform job responsibilities.
Perform other relevant duties as assigned.
A high school diploma or equivalent is required .
A Bachelor's degree from an accredited institution of higher education in is strongly preferred , but can be substituted with work experience.
At least three years of related work experience in office and/or staff management is required .
Experience administering a staff of >50 is strongly preferred .
Thorough working knowledge of the full suite of Microsoft Office products is required .
Experience with Oracle as a financial and human capital management tool is preferred .
Knowledge and experience in communications or marketing is preferred , and can be supplemented with academic credentials.
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. Women, minorities, people with disabilities and protected veterans are encouraged to apply.
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.
Vanderbilt University is a center for scholarly research, informed and creative teaching, and service to the community and society at large. Vanderbilt will uphold the highest standards and be a leader in the quest for new knowledge through scholarship, the dissemination of knowledge through teaching and outreach, and the creative experimentation of ideas and concepts. In pursuit of these goals, Vanderbilt values most highly intellectual freedom that supports open inquiry, equality, compassion, and excellence in all endeavors.