What are the responsibilities and job description for the Financial Operations Specialist position at Vanderbilt University?
Position Summary:
The Financial Specialist is part of the Office of Health Sciences Education (OHSE) in the School of Medicine at Vanderbilt University and is a key individual contributor specializing in budget development, financial reporting, operational strategy, and administration of payroll and personnel transactions. This position will work with multiple teams within OHSE including, but not limited to, the professional degree programs (exclusive of the M.D. program), Medical Student Affairs, and Education Design & Informatics. This position is a Financial Unit Manager (FUM) and Human Capital Manager (HCM) Specialist within the Oracle Cloud administrative system and is expected to maintain expert-level knowledge of University policies and procedures. Reporting directly to the Administrative Officer, the role interacts regularly with staff in OHSE and its affiliated offices, and with other FUMs and HCMs across campus.
About the Work Unit:
The Office of Health Sciences Education (OHSE) administers the degree programs of the Vanderbilt University School of Medicine (VUSM) and supports its mission to catalyze impactful discovery, servant leadership, and lifelong learning. OHSE staff provide comprehensive support across academic program administration, educational design and informatics, student services, and financial and operational oversight.
In alignment with VUSM’s commitment to excellence, OHSE works to prepare future leaders in the health professions who are equipped with the knowledge, skills, and judgment needed to deliver safe, effective, ethical, and patient-centered care. Our students are encouraged to think critically, foster innovation, and understand the broader systems and social factors that shape health outcomes—empowering them to advocate for positive change in both local and global communities.
Key Functions and Expected Performance:
Financial Management (70%)
o Financial Unit Manager for three departmental financial units that manage ten individual budgets.
o Departmental leader in knowledge of Oracle Cloud solution for financial operations.
o Uses high attention to detail to review and approve all financial transactions for assigned
Position Description
Job responsibilities listed herein are intended to be a thorough representation of the duties, responsibilities, expectations, and qualifications for this specific
role at the time of hire but should not be considered all-encompassing as actual responsibilities may evolve to include additional duties as assigned based on
organizational and operational needs.
2 of 3
financial unit(s), including procurement requisitions and expense reports, ensuring accuracy and compliance before approval. o Accurately prepares, reviews and communicates monthly reporting and financial reconnaissance; routinely prepares ad hoc financial/budget reports.
o Provides insight on variance analysis during quarterly forecast.
o Works closely with the Associate Dean for Health Sciences Education to consult on academic matters that have financial implications including budget development for new and proposed degree programs, tuition and billing structures, and improvements to organizational efficiencies.
o Prepares annual financial presentations for programs under review and assists with financial requirements of accreditation application and/or review, including multi-year projections, working closely with VUMC affiliates as necessary.
o Periodically prepares Non-Sponsored Billing Agreements and Employee Service Agreements between Vanderbilt University and VUMC to ensure accurate and timely billing and reimbursement between entities.
o Engage in training department purchasers on VU and OHSE policy, guidelines, and changes.
Human Capital Management (15%)
o Departmental leader in knowledge of Oracle Cloud solution for HR operations.
o Executes a wide variety of HR-related transactions including hiring, ending assignments, processing leaves of absence, student employment, adjusting compensation, editing timecards, and adjusting assignment labor costing.
o Works with OHSE HR Manager to provide guidance to program managers on Oracle Cloud processes with regards to HR matters.
Business Operations (15%)
o Participates in periodic meetings to keep top management informed of problems and concerns; implements changes or develops new policies, procedures and/or methods.
o Continuously evaluates and improves operational processes for increased efficiency and effectiveness.
o Establishes, communicates, and modifies departmental processes in response to changes in university policies and procedures.
o Acts as a liaison and representative of OHSE when working with VUMC-affiliated departments; exercises high level of judgement and discretion when communicating policies, procedures, and other information on behalf of OHSE.
o Develops and maintains Standard Operating Procedures as needed for this role.
o Other duties as assigned, including projects as time and interests allow.
Position Description
Job responsibilities listed herein are intended to be a thorough representation of the duties, responsibilities, expectations, and qualifications for this specific
role at the time of hire but should not be considered all-encompassing as actual responsibilities may evolve to include additional duties as assigned based on
organizational and operational needs.
3 of 3
Experience and Education:
A bachelor’s degree from an accredited institution of higher education is necessary.
At least two years of experience in the field of higher education and/or financial administration is necessary.
An Accounting or Finance or other business degree with related business experience is strongly preferred.
Intermediate Microsoft Excel skills are preferred.
The Financial Specialist is part of the Office of Health Sciences Education (OHSE) in the School of Medicine at Vanderbilt University and is a key individual contributor specializing in budget development, financial reporting, operational strategy, and administration of payroll and personnel transactions. This position will work with multiple teams within OHSE including, but not limited to, the professional degree programs (exclusive of the M.D. program), Medical Student Affairs, and Education Design & Informatics. This position is a Financial Unit Manager (FUM) and Human Capital Manager (HCM) Specialist within the Oracle Cloud administrative system and is expected to maintain expert-level knowledge of University policies and procedures. Reporting directly to the Administrative Officer, the role interacts regularly with staff in OHSE and its affiliated offices, and with other FUMs and HCMs across campus.
About the Work Unit:
The Office of Health Sciences Education (OHSE) administers the degree programs of the Vanderbilt University School of Medicine (VUSM) and supports its mission to catalyze impactful discovery, servant leadership, and lifelong learning. OHSE staff provide comprehensive support across academic program administration, educational design and informatics, student services, and financial and operational oversight.
In alignment with VUSM’s commitment to excellence, OHSE works to prepare future leaders in the health professions who are equipped with the knowledge, skills, and judgment needed to deliver safe, effective, ethical, and patient-centered care. Our students are encouraged to think critically, foster innovation, and understand the broader systems and social factors that shape health outcomes—empowering them to advocate for positive change in both local and global communities.
Key Functions and Expected Performance:
Financial Management (70%)
o Financial Unit Manager for three departmental financial units that manage ten individual budgets.
o Departmental leader in knowledge of Oracle Cloud solution for financial operations.
o Uses high attention to detail to review and approve all financial transactions for assigned
Position Description
Job responsibilities listed herein are intended to be a thorough representation of the duties, responsibilities, expectations, and qualifications for this specific
role at the time of hire but should not be considered all-encompassing as actual responsibilities may evolve to include additional duties as assigned based on
organizational and operational needs.
2 of 3
financial unit(s), including procurement requisitions and expense reports, ensuring accuracy and compliance before approval. o Accurately prepares, reviews and communicates monthly reporting and financial reconnaissance; routinely prepares ad hoc financial/budget reports.
o Provides insight on variance analysis during quarterly forecast.
o Works closely with the Associate Dean for Health Sciences Education to consult on academic matters that have financial implications including budget development for new and proposed degree programs, tuition and billing structures, and improvements to organizational efficiencies.
o Prepares annual financial presentations for programs under review and assists with financial requirements of accreditation application and/or review, including multi-year projections, working closely with VUMC affiliates as necessary.
o Periodically prepares Non-Sponsored Billing Agreements and Employee Service Agreements between Vanderbilt University and VUMC to ensure accurate and timely billing and reimbursement between entities.
o Engage in training department purchasers on VU and OHSE policy, guidelines, and changes.
Human Capital Management (15%)
o Departmental leader in knowledge of Oracle Cloud solution for HR operations.
o Executes a wide variety of HR-related transactions including hiring, ending assignments, processing leaves of absence, student employment, adjusting compensation, editing timecards, and adjusting assignment labor costing.
o Works with OHSE HR Manager to provide guidance to program managers on Oracle Cloud processes with regards to HR matters.
Business Operations (15%)
o Participates in periodic meetings to keep top management informed of problems and concerns; implements changes or develops new policies, procedures and/or methods.
o Continuously evaluates and improves operational processes for increased efficiency and effectiveness.
o Establishes, communicates, and modifies departmental processes in response to changes in university policies and procedures.
o Acts as a liaison and representative of OHSE when working with VUMC-affiliated departments; exercises high level of judgement and discretion when communicating policies, procedures, and other information on behalf of OHSE.
o Develops and maintains Standard Operating Procedures as needed for this role.
o Other duties as assigned, including projects as time and interests allow.
Position Description
Job responsibilities listed herein are intended to be a thorough representation of the duties, responsibilities, expectations, and qualifications for this specific
role at the time of hire but should not be considered all-encompassing as actual responsibilities may evolve to include additional duties as assigned based on
organizational and operational needs.
3 of 3
Experience and Education:
A bachelor’s degree from an accredited institution of higher education is necessary.
At least two years of experience in the field of higher education and/or financial administration is necessary.
An Accounting or Finance or other business degree with related business experience is strongly preferred.
Intermediate Microsoft Excel skills are preferred.