Assistant Director of Finance, Auxiliary Services (Hybrid Flexibility)
Location: Nashville, TN, United States,
Internal Number: 10001627
This position will allow for hybrid flexibility.
The Assistant Director of Finance will oversee all financial functions within Auxiliary Services, including accounting, budgeting, forecasting, and procurement. This position supervises accounting staff members who manage daily and monthly transactional accounting for all Auxiliary Services areas, as well as month-end journal entries, tax reporting, and account reconciliations. The Assistant Director will work closely with the Director of Finance and operational leaders within each unit to create data-driven annual operating and capital budgets, create and analyze monthly financial reports, and explain variances between budgeted and forecasted results. This position provides critical support and guidance to the Associate Vice Chancellor for Auxiliary Services on all financial matters and serves as a key member of the Auxiliary Services leadership team.
Auxiliary Services is a branch within the Division of Administration comprised of the following departments: Vanderbilt Bookstore, Card Services, Mail Services, Printing Services, Campus Dining, Catering & Special Events, Athletic Concessions, and the Office of Conferences. These departments support the mission of Vanderbilt University by providing services that build community and enrich campus life. Auxiliary operations interact with students, families, faculty, staff, and campus visitors daily and serve our community with competent and caring professionalism. Each department provides excellent service and stewardship of resources while preparing for the future through innovation and creativity on a path of continuous improvement.
Duties and Responsibilities
Leadership and direction of Auxiliary Services accounting team, which consists of two accounting staff members
Coordinate and review month-end close activities, including journal entries, cash management transactions, accounts receivable activity, and internal billing
Oversee revenue recognition cycle, including Meal Plan Revenue for Campus Dining, all debit spending from the University's Commodore Card system, commission sales from third-party vendors, and cash/credit receipts
Coordinate and review all balance sheet reconciliations, including cash reserves, capital assets, deferred revenue, and various payable accounts
Oversee all departmental tax reporting activities, including property tax, sales tax, unrelated business income tax, and liquor-by-the-drink tax
Implement financial best practices and assure compliance with Division of Administration and university financial policies, procedures, and timelines
Assist and advise department heads on all accounting and tax issues
Budgeting & Forecasting:
Assist Director of Finance in annual preparation of capital and operating budgets
Assist Director of Finance in submission of monthly and quarterly operational forecasts to Central Finance; develop variance explanations with mitigation plans when appropriate
Monitor financial performance compared to fiscal goals, budgets, and prior years' activities
Prepare and analyze trending on key accounts; develop appropriate financial monitoring and feedback mechanisms
Maintain detailed headcount and salary data, model salary impact of all operational changes, and coordinate justification/approvals for all headcount changes
Develop, review, or consolidate financial information including quarterly reports, briefing reports, and salary increase data; provide financial modeling support during labor negotiations as needed
Develop capital project requests, including scope, funding, and return on investment
Monitor funds flow in operations and capital expenditure spend and contributions
Solicit and incorporate feedback from operational leaders into forecasts
Work with directors and managers to provide counsel on financial projections; assess validity of projections and underlying assumptions
Manage the entire procurement cycle for Auxiliary Services departments
Serve as point-of-contact and financial relationship manager for key vendors
Facilitate purchasing decisions through vendor tracking and analysis
Maintain list of contracted Auxiliary Services vendors, including authorized spend amount, department contact, and contract expiration date
Submit and maintain blanket purchase requisitions within Oracle financial system for contracted vendors at appropriately budgeted amounts
Track monthly spend by vendor, compare to budget and authorized spend amount
Stay apprised of purchasing policy updates to ensure compliance and best practices
Coordinate training for all new departmental procurement requesters
Ensure the accurate and timely payment of department invoices, reconcile general ledger to purchases made through inventory management system monthly
Monitor upcoming contract expirations and coordinate with Purchasing office to administer bidding and RFP processes for new contracts as needed
Develop departmental goals and objectives for Auxiliary Services accounting team
Support and coach Auxiliary Services accounting staff, encouraging professional development and continuous learning opportunities
Evaluate organizational structures and functions for optimal utilization of resources, working across department lines to develop efficient systems
Foster a spirit of collaboration between Auxiliary Services accounting team and campus partners.
This position will have supervisory responsibilities. This position reports administratively and functionally to the Director of Finance for the Division of Administration.
A bachelor's degree from an accredited institution of higher education is required.
Five years of relevant experience is required.
Advanced skills in MS Office (Word, Excel and PowerPoint) are required.
CPA license is a plus.
Must be highly analytical, detail-oriented, and passionate for generating actionable business insights from financial and data trends.
Excellent communication skills, focusing on clarity and the ability to explain complex concepts to stakeholders of various backgrounds, are required.
Must have a high degree of curiosity and initiative for creating meaningful information from disparate data elements.
Must be highly self-motivated and professional with the ability to thrive in a fast-paced and demanding environment with ambiguity and minimal supervision.
Experience with project management and experience working on projects related to organizational development and/or performance improvement is required.
Ability to manage and manipulate large data sets, and the ability to effectively prioritize while working on multiple projects simultaneously is required.
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.