Budget/Accounting Analyst at Vanderbilt University

Position Summary:

The Budget and Accounting Analyst is part of the Biomedical Research Education and Training (BRET) within the School of Medicine at Vanderbilt University and is a key individual contributor responsible for facilitating the financial processes regarding PhD students in several programs across the School of Medicine.  The position acts as a Human Capitol Manager for those individuals, ensuring hiring and payment processes are completed.  The position also ensures that tuition, health insurance, and financial activities are satisfied within the financial system. 

About the Work Unit:
The Office of Biomedical Research Education and Training (BRET) supports and coordinates graduate education, postdoctoral training, minority affairs, career development, and educational technology initiatives for the Vanderbilt biomedical research community.  Included under the BRET auspices are the Office of Career Development ASPIRE Program, the Office of Outcomes Analysis, Psychological Services for Biomedical Trainees, and Poster Printing Services.  The BRET office works closely with the Office of Postdoctoral Affairs and the Postdoctoral Association and has extensive responsibility for Training Grant applications as well as their subsequent administration and coordination.

Key Functions and Expected Performance:

Duties and responsibilities

• Provide human capital management (HCM) to assigned population of School of Medicine students:
  • Onboarding, funding changes, terminations, special awards, etc.
  • Coordinate with other financial administrators to manage student account (tuition, student fees, and health insurance) payments each semester, utilizing PeopleSoft and other systems for processing (item type requests, etc.)
  • Process childcare reimbursement (and other costs, as applicable) for eligible graduate students
• Aid in reviewing monthly and ad hoc HCM reports for accuracy, addressing any action that must be taken
  • Stipend termination and renewals
  • Project termination and renewals
  • Oracle assignment and costing updates
• Interact with program managers regarding student registration, leaves, and other financial concerns
• Attend all regularly scheduled BRET and larger SOM meetings, which may include both virtual and in-office presence
• Acquire and compile guides and information for HCM reference, keep such records up to date with system and policy changes
• Monitor shared BRET HCM email accounts, assigning and expediting to appropriate HCM as needed to ensure timeliness of response
• Interact with Student Accounts Office and program managers as needed for late fee waivers, financial holds, and payment reminders
• Problem solving with associated offices and teams across the University regarding student overpayment and/or nonpayment issues
• Support BRET HCM Team, Administrative Officer, and/or Assistant Dean for Finance and Administration in other faculty, staff, or student system issues that may arise
• Assists with special tasks or projects, as needed

Supervisory Relationships:

This position does not have supervisory responsibility, this position reports administratively and functionally to the Administrative Officer.   

Education and Certifications:

• A Bachelor’s Degree from an accredited institution of higher education, or the equivalent in experience, is necessary.
• Strong interpersonal and communication (written/verbal) skills is necessary
• Demonstrated ability to use independent judgment and to manage and impart confidential information is necessary
• Demonstrated ability to analyze and solve problems in a time-efficient manner, including planning developing and coordinating multiple projects, is necessary
• Evidentiary knowledge of human resources administration principles and practices is strongly preferred
• Evidentiary knowledge of academic student policies, processes, and procedures is strongly preferred
• Skills in the use of word processing, spreadsheet, and database software is necessary.
• Knowledge of human resource administration policies principles, practice is strongly preferred.
• Knowledge of Vanderbilt University policies and procedures is strongly preferred.
• Familiarity with Vanderbilt ERP [Oracle Cloud/SkyVU] as well as other VU systems is preferred.

Experience and Skills:

• Strong interpersonal and communication (written/verbal) skills is necessary
• Demonstrated ability to use independent judgment and to manage and impart confidential information is necessary
• Demonstrated ability to analyze and solve problems in a time-efficient manner, including planning developing and coordinating multiple projects, is necessary
• Evidentiary knowledge of human resources administration principles and practices is strongly preferred
• Evidentiary knowledge of academic student policies, processes, and procedures is strongly preferred
• Skills in the use of word processing, spreadsheet, and database software is necessary.
• Knowledge of human resource administration policies principles, practice is strongly preferred.
• Knowledge of Vanderbilt University policies and procedures is strongly preferred.
• Familiarity with Vanderbilt ERP [Oracle Cloud/SkyVU] as well as other VU systems is preferred.

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