System Administrator

Vanderbilt University   Nashville, TN   Full-time     Information Services / Technology (IT)
Posted on November 17, 2023
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The Systems Administrator is a member of the Facilities Business Operations Center at Vanderbilt University and is a key contributor with shared responsibilities for supporting all the systems used by Facilities. This individual will be one of two administrators for the Facilities’ systems, specifically Vanderbilt University Maintenance and Operations (VUMO) centric. Reporting to the Systems Manager, this person will support, troubleshoot, handle configuration development, testing and training for Facilities’ systems in support of VUMO. This person will also assist the team in quality control of overall work order data. The systems administrators function in a technical role and are also expected to provide excellent customer service to Facilities’ leadership and individuals internal to Facilities as well as to Vanderbilt University faculty, students, staff, and community members.

About the Work Unit:

Facilities provides facilities support for all construction, renovation, and routine maintenance of University space and facilities; housekeeping services for approximately 5.8 million square feet of academic, administrative, residential, and recreational space; grounds care for 330 acres that are a registered arboretum; turf care for athletic fields; and utilities for the University Central and the Medical Center. 

Facilities annual budget exceeds $100 million in operating expenses and includes over 400 employees. This branchmanages major capital project expenditures totaling ~$125 million annually and facility renewal, replacement, and large maintenance project expenditures totaling ~$20 million annually. The Facilities Business Operations Center provides support to the entire department, specifically regarding the areas of Finance, Employee Relations, Systems, Contracts and General Administration.

Key Functions and Expected Performance: 

AiM and ReADY support. AiM is an integrated work management system that is used to generate work orders and manage assets, keys, and space. AiM includes robust reporting functionality for work orders, asset status and space details. ReADY is the front end to AiM, offering a clean, modern graphical user interface to service requesters. 

This is a hybrid-remote position. This will require regular visits to campus to engage with employees for device distribution and maintenance, and to engage with some of the other systems experts as necessary. 

  • Provide support for all AiM and ReADY issues. This function involves troubleshooting of our instance of the application including the database, workflows and financial ‘back-end’ data processing.
  • Generate specifications for new/existing system modifications as needed for both AiM and ReADY. 
  • Administer configuration testing/changes. An important function of the position is to review configuration requests and ascertain the technical feasibility of the change and associated downstream system implications. Once the change is approved, testing is crucial with system change management fundamentals in mind.
  • Maintain security of system data. Patching of the system is required several times a year as well as internal reviews of data integrity and system security.
  • Manage permissions/access to system.
  • Develop and maintain appropriate process documentation
  • Develop and maintain training material for AiM and ReADY users. Push materials to the Facilities’ website.
  • Provide excellent, responsive customer service to all internal and external customers and stakeholders
  • Use technology and creativity to solve problems presented by Facilities leadership. 
  • Monitor AiM user group listserv for ideas of how other higher ed teams leverage AiM/ReADY to solve operational problems. Bring these ideas to the team for discussion.
  • Understand use of and create procedures, functions, and triggers to streamline database operations.
  • Troubleshoot system errors.
  • Create and maintain custom database tables and database views.
  • Facilitate Vendor (AssetWorks) support.
  • Develop reports as needed to support VUMO staff and leadership.

Other Systems Support

For the following systems, application – level and some hardware-level support is provided both during and after regular business hours. Application maintenance including planning and supporting vendor upgrades, configuration, troubleshooting, testing and monitoring is handled by this team position.

  • WebCTRL (building automation system)
  • Metasys (building automation system)
  • BDX (data warehouse and graphical representation of data)
  • MuNet (electric meter management)
  • Encelium (lighting control)
  • Lutron (lighting control)
  • Traka (physical key control, similar to a vending machine for keys)
  • Fuel Focus/FuelDrive(fuel management for fleet)
  • SCADA (electric grid management)
  • Powerhouse control system (management of powerhouse equipment)

Supervisory Relationships:

Though this position does not have supervisory responsibilities. This position reports administratively and functionally to the Systems Manager.

Experience and Education:

  • A bachelor’s degree is required.
  • A bachelor’s degree in computer science or related technology is strongly preferred.
  • At least six months’ experience supporting systems is required
  • Five years’ experience in system support is preferred.

Skills and Certifications:

  • Ability to write and debug SQL and JavaScript is required.
  • Database administration skills are preferred.
  • Windows/Linux server administration skills are preferred.
  • Experience with open source report writing software such as BIRT is preferred.
  • Experience with business intelligence software for reporting is preferred.
  • Strong troubleshooting and problem-solving skills are required.
  • Ability to foster a highly collaborative work environment and work effectively across multiple campus departments and organizations in the adoption, utilization and support of software is required.
  • Strong verbal, written and interpersonal skills is required.
  • Ability to independently organize and prioritize work across multiple assignments is preferred.

Please apply online at:


Commitment to Equity, Diversity, and Inclusion

At Vanderbilt University, we are intentional about and assume accountability for fostering advancement and respect for equity, diversity, and inclusion for all students, faculty, and staff. Our commitment to diversity makes us who we are. We have created a community that celebrates differences and lets individuality thrive. As part of this commitment, we actively value diversity in our workplace and learning environments as we seek to take advantage of the rich backgrounds and abilities of everyone. The diverse voices of Vanderbilt represent an invaluable resource for the University in its efforts to fulfill its mission and strive to be an example of excellence in higher education.

Vanderbilt University is an equal opportunity, affirmative action employer. Women, minorities, people with disabilities and protected veterans are encouraged to apply.

Please note, all candidates selected for an offer of employment are subject to pre-employment background checks, which may include but are not limited to, based on the role for which they have been selected: criminal history, education verification, social media review, motor vehicle records, credit history, and professional license verification.