Position Summary: The Administrative Coordinator is a key individual contributor in Student Affairs Finance responsible for overseeing and coordinating student organization purchasing needs, approvals, and travel requests. This position will work closely to support student organizations and departments, serving as an expert to students, advisors, and staff regarding institutional and departmental financial policies. This position requires strong collaboration and communication skills, excellent organizational and critical thinking capabilities, and an ability to solve problems effectively and efficiently. This is a full- time, exempt position, reporting to the Senior Administrative Officer in Student Affairs Finance. This position interacts regularly with all Student Affairs staff and with other campus partners across the university that advise student organizations. About Student Affairs: Student Affairs serves a central role in student learning and development at Vanderbilt, advancing the University's mission of teaching, research, and service. Student Affairs at Vanderbilt cultivates vibrant, inclusive communities that foster a student's sense of belonging and wellbeing through collaborative partnerships, transformative learning experiences, and an accessible and holistic network of resources. We value connection, belonging, compassion, development, and innovation. Our staff are committed to continued growth in knowledge, awareness, skills, and experience engaging with these priorities in a higher education environment. Key Functions and Expected Performance: Administrative Coordination * Coordinate the purchasing needs of the over 500 registered student organizations on campus by serving as a Procurement requestor, One Card holder, and holder of multiple check-out payment cards. o Working directly with students and advisors to support the organizations purchasing needs. o Ensuring student organizations operate within Student Affairs and University policies, and tracking advisor approval for all purchases. * Manage multiple check-out payment cards for student organizations: o Tracking card availability, collecting and organizing receipts, educating students on check-out card policies, and expensing Oracle transactions in a timely manner. * Manage and guide student organizations through the travel reservation process in accordance with University policies. o Communicating University travel policies and expectations, gathering and tracking necessary student information, and coordinating and securing required reservations. * Collaborate with other members of Student Affairs Finance and Student Organizations, Leadership and Service to develop, execute, and maintain trainings for students and staff serving as advisors and organizational liaisons on purchasing and travel policies, regulations, and processes. * Serve as a key participant to evaluate and identify process improvements in the support of student organizations purchases. * Attend various departmental staff meetings to answer questions and collect information about upcoming events. * Inform students and staff of changes to policies and procedures that enable them to manage student organization operations more effectively. * Communicate effectively with student organization leaders and advisors regarding the purchasing and travel process. o Inform students and staff of changes to policies and procedures that enable them to manage student organization operations effectively. * Coordinate directly with JP Morgan to help support student organizations troubleshoot financial matters with One Cards while traveling or hosting events. This may occur outside of normal business hours. * Provide additional administrative support as needed. Other Support * Serve as a specialist in institutional and departmental financial policies related to areas such as travel, procurement, expense, and time reporting to ensure compliance and proper stewardship of university resources. * Demonstrate a willingness to support colleagues across the division in order to encourage the implementation or fulfillment of divisional goals and strategic priorities. * Serve on divisional committees and working groups to enrich the experience and resources available to staff across the division. * Participate in division wide events as needed to support colleagues and ensure these events run smoothly. Supervisory Relationships: This position does not have supervisory responsibility; the position reports functionally and administratively to the Senior Administrative Office in Student Affairs Finance. Education and Certifications: * A bachelor's degree in an appropriate area of specialization from an accredited institution of higher education, or an equivalent combination of education, relevant military experience, and relevant skills, is required. * -OR- An associate's degree and 5 years' experience. Experience and Skills: * At least 2 years of related experience is necessary. * Proven customer service experience is necessary. * Proven ability to prioritize and multi-task is necessary. * Excellent interpersonal skills are necessary. * Proven ability to work independently and in teams is necessary. * Experience with Microsoft office suite is necessary.