Senior Business Operations Manager, Division of Communications and Marketing
Location: Nashville, TN, United States,
Internal Number: 10001605
The Senior Business Operations Manager is part of the Communications and Marketing team at Vanderbilt University and is responsible for the strategic management of resources in support of divisional priorities and the mission of the university. Working closely with the Vice Chancellor and the Chief of Staff, the Senior Business Operations Manager serves as a point of authority in the administration of a large and complex staff and budget.
This position works closely with divisional leadership and core partners in the Finance and Human Resources areas of the institution in pursuit of annual and long-term operational goals, serving as both an advisor and a strategic partner in the implementation of those goals. The Senior Business Operations Manager serves a crucial role in translating institutional policies, guidelines and procedures into practical use in the day-to-day activities of the Communications and Marketing team, while also maintaining a cross-divisional perspective on needs and gaps. In particular, this role should approach business operations from a perspective of continuous improvement, striving for effectiveness as much as efficiency, and favoring creative solution-finding over rigid adherence to structures. The Senior Business Operations Manager will also lead operational projects and priority initiatives at the request of and on behalf of the Vice Chancellor for Communications and Marketing and the Chief of Staff.
Reporting directly to the Chief of Staff, this position has supervisory responsibility over two administrative managers: the financial unit manager (FUM) and the human capital manager (HCM). This role requires a high level of confidence and trust in dealing with confidential materials and interfacing with senior executives within the business unit and from across the university. While some flexibility exists, this role requires the ability to report to work in person on the Vanderbilt University campus.
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
In collaboration with the Chief of Staff and the Director of Strategy and Operations, manage the division's business operations and planning.
With the Vice Chancellor for Communications and Marketing and the Chief of Staff, and in consultation with the divisional leadership, advise on the the creation of the division's annual budget and multi-year budget plan, including crafting occasional requests for strategic investments
Serve as a primary point of contact for the Office of the Vice Chancellor for Communications and Marketing as needed.
Act as the Business Unit/Entity Approver (BUA) for Communications and Marketing and execute on all related responsibilities.
Represent the Communications and Marketing team in the Vanderbilt Senior Administrators Meeting (VSAM).
Serve as a strategic partner to each AVC when it comes to annual budget planning and quarterly budget assessments, as well as multi-year budget outlooks.
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 employees.
Demonstrate an understanding of Responsibility Center Management (RCM) models of budgeting.
Balance a zero-based budgeting approach to the divisional budget with the more traditional budgeting approach of the institution.
Alongside the Financial Unit Manager (FUM), serve as a primary point of contact for Communications and Marketing staff on all financial matters.
Develop monthly and quarterly forecast models for the unit, both for internal budget planning purposes, and in line with institutional requirements for the quarterly financial reports (QFRs).
With the FUM, explore spending trends and provide regular updates and reports as needed to divisional leadership.
Advise on and recommend actions to divisional leadership based on forecasts, trends and other data inputs throughout the fiscal year.
Prepare general ledger journal entries as may be needed.
Collaborate with colleagues in the central Finance team to manage the divisional budget according to university policies, guidelines and procedures.
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.
Address potential conflicts between new policies and procedures and their implementation in operational areas within the division.
Mitigate risks to the successful operation of the business unit as they may arise.
Manage mandatory reporting requirements with the support of the FUM and HCM and in consultation with the Chief of Staff and other leaders.
Oversee the work of the two administrative managers (FUM and HCM), recognizing the important contribution of each role to the successful management of the overall business unit.
Serve as the backfill for the FUM and HCM as may be needed during periods of paid time off.
In close collaboration with the FUM, the Associate Vice Chancellor for University Relations and the Assistant Vice Chancellor for Marketing, manage the division's revenue generation connected to events, trademark licensing and merchandising activities and other tactics.
Demonstrate understanding of the university's mission, values, goals and priorities and an ability to ensure that all are considered in directing the allocation of resources--both financial and human--on 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 senior executives both internal and external to the Communications and Marketing team.
Exercise executive-level communication skills, both written and verbal; leverage the art of writing concise and impactful emails, reports and briefings materials.
Communicate and collaborate effectively with a wide range of audiences--including leadership, faculty, students, 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.
Demonstrate critical and strategic thinking in planning ahead, identifying potential issues and posing possible solutions to challenges before they arise.
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 accounting or related financial field is strongly preferred , but can be substituted with work experience.
At least five years of related work experience in budget management and/or office operations is required .
Experience managing a budget >$5 million is strongly preferred .
Thorough working knowledge of the full suite of Microsoft Office products is required .
Previous experience with Vanderbilt University, in a private institution of higher education or a nonprofit is preferred .
Experience with Oracle as a financial and human capital management tool is preferred .
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.