Senior Manager, Business Operations @ Vanderbilt University

At Vanderbilt University , our work - regardless of title or role - is in service to an important and noble mission in which every member of our community serves in advancing knowledge and transforming lives on a daily basis. Located in Nashville, Tennessee, on a 330+ acre campus and arboretum dating back to 1873, Vanderbilt is proud to have been named as one of “America’s Best Large Employers” as well as a top employer in Tennessee and the Nashville metropolitan area by Forbes for several years running. We welcome those who are interested in learning and growing professionally with an employer that strives to create, foster and sustain opportunities as an employer of choice.

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Vanderbilt University is an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran, or any other characteristic protected by law.

The Senior Manager, Business Operations is responsible for coordinating and managing the administrative, financial, communications, and event-services functions of Vanderbilt University Parking & Commuter Services. Reporting to the Senior Director, this position supports the department's daily business operations, administration, and internal processes to ensure efficient and effective service delivery.

The Senior Manager serves as the department's Financial Unit Manager (FUM) and supports the administration of the department's growing $12.7 million annual operating budget, working collaboratively with OCN Finance to ensure accurate financial reporting, effective budget monitoring, and responsible stewardship of departmental resources.

The position also provides direct leadership for the department's event parking team, including the development and management of a student employment staffing model to support event parking and transportation services. Additionally, the Senior Manager coordinates departmental communications, oversees vendor-related administrative activities, supports business process improvements, and collaborates with departmental leadership, OCN shared services, and university partners to support effective parking, transportation, mobility, enforcement, and customer-service operations.

Key Responsibilities

Event Parking & Transportation Services

• Manage the department's event parking team, providing day-to-day supervision, work assignments, scheduling, training, performance management, and operational guidance to ensure effective delivery of event parking and transportation services.
• Develop, implement, and manage a student employment staffing model to support event parking operations, including recruitment, onboarding, training, scheduling, supervision, and ongoing student employee development.
• Establish consistent operating procedures, service expectations, staffing plans, and training resources for event parking personnel and student employees.
• Coordinate event parking staffing and operational support for university events, working with departmental operations, Public Safety, Athletics, Facilities, event organizers, and other university partners.
• Serve as a primary departmental resource for university partners requesting event parking and transportation services, coordinating service requirements, staffing needs, and operational logistics.
• Maintain standardized processes for event requests, service planning, pricing, agreements, billing, financial reconciliation, documentation, and performance reporting.
• Monitor event-related financial transactions and work with the OCN financial team to ensure appropriate billing, revenue tracking, and reconciliation.
• Evaluate event staffing utilization, student employee participation, service delivery, and operational effectiveness to identify opportunities for improved efficiency and customer service.

Communications & Customer Information

• Coordinate the department's communications activities in partnership with University Communications and OCN communications resources.
• Develop and maintain communications plans and customer-facing information related to parking and transportation programs, permit sales, operational changes, major events, construction impacts, transportation disruptions, and policy changes.
• Coordinate updates to departmental webpages, email communications, FAQs, forms, instructional materials, signage, and other communication channels to ensure information is clear, accurate, consistent, timely, and customer-focused.
• Translate complex parking, transportation, financial, and operational information into understandable communications for faculty, staff, students, visitors, departments, and other university audiences.
• Review customer feedback, inquiries, and communication effectiveness to identify opportunities to improve messaging and customer service.

Budget, Financial Management & Revenue Administration

• Serve as the department's Financial Unit Manager (FUM), responsible for reviewing, approving, and monitoring financial transactions in accordance with university policies, procedures, and established approval authority.
• Work closely with the OCN financial team to coordinate departmental budget development, financial planning, forecasting, and ongoing monitoring of revenues and expenditures.
• Prepare, review, and maintain departmental financial reports, budget-to-actual comparisons, variance analyses, and other financial information in collaboration with OCN Finance.
• Monitor departmental budgets and financial activity, identify discrepancies or unusual trends, and work with the OCN financial team and departmental leadership to resolve issues.
• Oversee and review departmental vendor spending, monitoring expenditures against approved budgets, contract terms, and established financial procedures to ensure appropriate use of departmental resources.
• Review purchase requisitions, purchase orders, invoices, expense reports, and other financial transactions to ensure appropriate documentation, account allocation, and compliance with university policies.
• Monitor adherence to established financial controls and university procedures, including appropriate transaction approvals, supporting documentation, and timely resolution of financial discrepancies.
• Maintain financial records and supporting documentation and assist with audits and financial reporting requirements.
• Utilize Oracle Cloud and departmental financial and operational systems to monitor transactions, retrieve financial information, and support accurate recordkeeping.
• Assist departmental leadership and the OCN financial team with financial analyses, cost estimates, and business information needed to evaluate operational needs and proposed initiatives.

Business Administration, Vendor Oversight & Process Improvement

• Coordinate departmental administrative processes and support consistent application of university policies and procedures.
• Maintain business records, operational reports, contracts, and other departmental documentation.
• Coordinate the administration and review of departmental vendor agreements and service contracts, including monitoring vendor performance, contract renewals, service requirements, and related expenditures.
• Work with OCN Finance, University Procurement, and departmental leadership to ensure appropriate financial oversight, documentation, and compliance with university purchasing and contracting policies.
• Review vendor invoices, recurring expenses, and purchasing activity to identify discrepancies, monitor spending trends, and recommend opportunities for cost savings and operational efficiencies.
• Identify, recommend, and implement approved improvements to departmental financial and administrative processes, working with OCN shared services to improve efficiency, accuracy, and consistency.
• Support departmental reporting by organizing financial and operational information, maintaining records, and preparing routine reports for departmental leadership.
• Collaborate with OCN shared services, including Finance, People Operations, Operational Excellence, and Communications, to support departmental needs and implement established university and divisional processes.

Supervisory Relationships

The position reports to the Senior Director of Parking & Commuter Services and directly supervises the department's event parking team, including responsibility for managing the student employment staffing model.

Qualifications

• Bachelor's degree in business administration, finance, accounting, management, public administration, communications, hospitality/event management, higher education administration, or a related field. Relevant progressively responsible experience may be considered in lieu of education.
• Seven or more years of progressively responsible experience in business operations, financial administration, auxiliary services, higher education administration, event operations, or a related operational environment.
• Experience supporting departmental budget administration and financial reporting,
• Experience preparing and interpreting financial and operational information to support departmental leadership and decision-making.
• Working knowledge of budgeting, financial controls, procurement, contracts, administrative processes, and general business-management practices.
• Experience coordinating complex events, programs, projects, or operational initiatives involving multiple departments and stakeholders.
• Demonstrated experience supervising employees, coordinating staff schedules, providing training, and managing performance. Experience managing student employees or developing student employment programs preferred.
• Strong analytical and problem-solving skills
• Demonstrated ability to manage multiple priorities, including evolving business and operational issues, while maintaining accuracy and meeting deadlines.
• Advanced proficiency with Microsoft Excel and experience with enterprise financial, reporting, or business-management systems. Experience with Oracle Cloud preferred.
• Experience with parking-management, payment, or transportation systems such as T2, ParkMobile, or comparable platforms preferred.
• Experience developing dashboards and management reporting using Excel, Power BI, Tableau, or comparable technologies preferred.
• Experience administering vendor agreements, monitoring contract expenditures, reviewing invoices, and coordinating procurement activities in accordance with organizational policies.
• Excellent written and verbal communication and relationship-building skills, with the ability to communicate effectively with senior leaders, faculty, staff, students, vendors, and other partners.
• Ability and willingness to occasionally work outside normal business hours to support major university events, significant operational activities, or time-sensitive communications.