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Position Summary:
The Budget Accounting Analyst serves as a key financial and administrative resource within the Office of Biomedical Research Education and Training (BRET). Reporting to the Administrative Officer, this position coordinates human capital and student financial administration activities for School of Medicine PhD students, including onboarding, funding changes, tuition and health insurance processing, childcare reimbursements, and related financial transactions. The role collaborates with program managers and university offices to ensure accurate, timely, and compliant processing of student financial and personnel activities. Attention to detail, accuracy, and the ability to work under pressure and meet strict deadlines are critical in this role.
About the Work Unit:
The Office of Biomedical Research Education and Training (BRET) supports and coordinates graduate education, postdoctoral training, career development, and educational technology initiatives for the Vanderbilt biomedical research community. BRET oversees graduate and postdoctoral programs, training grant administration, career development initiatives, and educational assessment activities. The office collaborates extensively with academic departments, training grant directors, faculty, students, and central administrative offices to advance biomedical research education and training.
Key Functions and Expected Performance:
Human Capital and Student Financial Management (60%)
Serve as Human Capital Manager (HCM) for assigned School of Medicine graduate students.
Coordinate onboarding, funding changes, terminations, and special awards.
Process tuition, student fees, health insurance, childcare reimbursements, and other student financial transactions.
Coordinate with financial administrators and program managers regarding registration, leaves of absence, and funding.
Interact with Student Accounts regarding late fee waivers, financial holds, and payment reminders.
Student Financial Monitoring and Reporting (25%)
Review monthly and ad hoc HCM reports for stipend renewals, project renewals, Oracle assignment and costing updates.
Resolve student overpayment and nonpayment issues with university partners.
Maintain HCM reference guides and documentation.
Monitor shared HCM email accounts and ensure timely responses.
Operational Support (10%)
Support the BRET HCM Team, Administrative Officer, and Assistant Dean with student, faculty, and staff system issues.
Attend BRET and School of Medicine meetings.
Assist with special projects as assigned.
Compliance and Stakeholder Support (5%)
Ensure adherence to university policies and procedures.
Collaborate with Finance, HR, Student Accounts, Payroll, and academic program staff to resolve issues.
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.
Experience and Skills:
Strong interpersonal and written/verbal communication skills.
Ability to exercise independent judgment and manage confidential information.
Strong analytical, organizational, and problem-solving skills.
Knowledge of human resources administration principles and practices required.
Knowledge of academic student policies and procedures required.
Knowledge of Vanderbilt policies and procedures required.
Experience with Oracle Cloud, SkyVU, PeopleSoft, or similar enterprise systems required.
Proficiency with Microsoft Office applications, spreadsheets, databases, and reporting tools.