[Hiring] Administrative Officer REMOTE USA
Position: Administrative Officer – Remote
Date Posted: January 5, 2026
Industry: Healthcare / Research Administration / Financial Management
Employment Type: Full Time
Experience: 3 years
Qualification: Bachelor’s degree
Location: Nashville, TN, United States REMOTE
Company: Vanderbilt University Medical Center
Description:
The Administrative Officer – Remote at Vanderbilt University Medical Center (VUMC) supports the Office of Sponsored Programs-Financial Management Support (OSP-FMS), providing expert guidance and service to the VUMC research community. This role operates in a high-volume, deadline-driven environment, handling complex and confidential financial and award management responsibilities. The ideal candidate demonstrates attention to detail, strong communication skills, teamwork, and the ability to work independently within a collaborative office setting.
Key Responsibilities:
Grants and Contracts Management:
• Serve as a subject matter expert for principal investigators (PIs), program managers, research administration staff, and lab personnel
• Collaborate with the Department of Finance on post-award activities, ensuring proper oversight, close-outs, and compliance
• Work with OSP pre-award teams to address grant and contract submission issues
• Ensure effective cost management to meet both current and future research needs
Financial Oversight:
• Manage daily fiscal operations for assigned research awards and sponsored funds
• Oversee post-award processes, including effort reporting, financial reporting, and project close-outs
• Conduct analyses on deficits/surpluses, grant closeouts, invoices, and year-end activities in partnership with the finance team
• Authorize Workday transactions, including effort changes, purchases, accounting adjustments, and journal entries
• Assist in creating, reviewing, and optimizing Workday financial reports
• Collaborate on annual research budgets and financial control updates
Compliance and Risk Management:
• Monitor effort certification processes and support faculty compliance with institutional and federal regulations
• Manage inquiries from internal and external stakeholders, including VA, sponsors, and departmental finance
• Ensure proper documentation of research activities, funding, and compliance
Training and Development:
• Prioritize tasks to support research administration responsibilities
• Mentor and train team members, faculty, and staff on award management and research processes
• Promote ongoing professional development
Collaboration and Communication:
• Support PIs and research teams in achieving project goals
• Provide guidance, coordination, and problem-solving support to faculty, postdocs, trainees, and research staff
• Maintain communication regarding financial reports, effort distribution, and projections
• Cultivate collaborative relationships with internal and external stakeholders
Data Management and Reporting:
• Optimize Workday and other research system processes
• Respond to internal and external reporting requests
• Produce reports and analyses to support strategic decision-making
Additional Responsibilities:
• Participate in departmental administration and meetings as requested
• Resolve staffing, facility, equipment, and budget issues in consultation with department leadership
• Manage personnel, payroll administration, hiring, performance reviews, and training
• Develop, analyze, and manage departmental budgets
• Ensure compliance with university policies and procedures
Technical Capabilities:
• Utilize IT, finance, administration, legal, communications, and other support functions to enhance departmental operations
• Apply problem-solving, data-driven decision-making, and innovative thinking to improve processes
• Adapt to changing priorities and technologies
Vanderbilt Health prioritizes a culture of collaboration, excellence, and professional growth. High-achieving employees are supported with resources for development, benefits, and a strong sense of community and purpose.
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