Vanderbilt University Medical Center

Compensation

Full Description

Discover Vanderbilt University Medical Center: Located in Nashville, Tennessee, and operating at a global crossroads of teaching, discovery, and patient care, VUMC is a community of individuals who come to work each day with the simple aim of changing the world. It is a place where your expertise will be valued, your knowledge expanded, and your abilities challenged. Vanderbilt Health is committed to an environment where everyone has the chance to thrive and where your uniqueness is sought and celebrated. It is a place where employees know they are part of something that is bigger than themselves, take exceptional pride in their work and never settle for what was good enough yesterday. Vanderbilt’s mission is to advance health and wellness through preeminent programs in patient care, education, and research. Organization: Section of Surgical Sciences Job Summary: In your pivotal role as Administrative Officer within the Section of Surgical Sciences, you will assist the department CBO to achieve departmental goals by coordinating fiscal and human resource activities, equipment purchases, research operations support, and by providing facilities management. This role is critical to maintaining operational efficiency and supporting the Section’s mission. This role serves as the primary overseer of administrative activities, including WorkDay entries, position requisitions, expense reimbursements, and leave requests, ensuring compliance with institutional policies and accuracy in administrative processes. Your duties will include: • Research Administration: Pre-award support, outgoing/incoming contracts, VA MOUs/IPAs, space and equipment inventory, and iLab coordination. • Faculty & Staff Support: HR for researchers, Kronos approvals, postdoc appointments, and visa processing for research faculty and staff. • Leadership & Special Projects: Assistance with Section research leadership initiatives and special projects. By combining administrative oversight and research administration support, this role is indispensable to the Section’s success, as it will ensure continuity, operational integrity, and advancement of our commitment to excellence in surgical sciences. REQUIREMENTS: • Bachelor’s Degree (or equivalent experience) • 3 years of relevant experience • Experience in research is a plus • Proficiency in Microsoft Office • Experience with WorkDay is a plus You will work Monday-Friday, traditional, daytime business hours and will largely work remotely with some in-office presence required in our Nashville, TN office. . DEPARTMENT SUMMARY: The Vanderbilt Section of Surgical Sciences unites various multidisciplinary surgical specialties into one framework committed to the same vision – becoming the preeminent surgical program. Leading the Section is, Chair, Seth J. Karp, M.D., the H. William Scott Jr. Professor and Surgeon-in-Chief. The Section is divided into seven surgical departments, each led by a chair appointed by the dean and executive faculty. They, in turn, serve on the Section Executive Committee alongside the heads of each Division. For more information, please visit https://www.vumc.org/surgical-sciences/overview . KEY RESPONSIBILITIES • Serve as a member of the departmental administrative team • Attend meetings and interact with other departments as requested by the department chairman and/or departmental administrator. • Resolve problems directly, or in consultation with department chairman/administrator concerning staffing, utilization of facilities, equipment and funds • Provide sound personnel and payroll administration • Ensure internal salary equity within the department. • Maintain confidential personnel records for professional and non-professional staff. • Make staffing recommendations, interview and screen applicants for hiring. • Train in departmental systems and procedures. • Assign work priorities; conduct performance reviews, disciplinary actions and in concert with others, terminate employees when necessary. • Analyze and develop the annual departmental budget • Recommend distribution and allocation of general department resources • Review grant preparation for compliance with restrictions. • Authorizes, approves and signs purchase and equipment requisitions, travel and entertainment expenses, etc. • Monitor collections and expenditures against budgets and grants, analyzes requisition for conformance to budget and compliance with specific requirements and restrictions. • Manage and coordinate administrative and support functions within the department • Develop and interpret policies and procedures for clerical staff • Assure that all policies are in conformance with University guidelines • Prepare reports for management review TECHNICAL CAPABILITIES Our professional administrative functions include critical supporting roles in information technology and informatics, finance, administration, legal and community affairs, human resources, communications and marketing, development, facilities, and many more. At our growing health system, we support each other and encourage excellence among all who are part of our workforce. High-achieving employees stay at Vanderbilt Health for professional growth, appreciation of benefits, and a sense of community and purpose. Core Accountabilities: * Organizational Impact: Directs activities to achieve operational plans with some near term effect on results of the department/area.* Problem Solving/ Complexity of work: Identifies issues, gathers facts to resolve technical and operational problems. * Breadth of Knowledge: Applies in-depth knowledge and skills of a professional/technical area and basic management knowledge to manage the work of the team.* Team Interaction: Leads a complex department with a focus on implementation. Typically executes on a short to medium term strategies. Core Capabilities : Supporting Colleagues: - Develops Self and Others: Invests time, energy, and enthusiasm in developing self/others to help improve performance e and gain knowledge in new areas. - Builds and Maintains Relationships: Maintains regular contact with key colleagues and stakeholders using formal and informal opportunities to expand and strengthen relationships. - Communicates Effectively: Recognizes group interactions and modifies one's own communication style to suit different situations and audiences .Delivering Excellent Services : - Serves Others with Compassion: Seeks to understand current and future needs of relevant stakeholders and customizes services to better address them. - Solves Complex Problems: Approaches problems from different angles; Identifies new possibilities to interpret opportunities and develop concrete solutions. - Offers Meaningful Advice and Support: Provides ongoing support and coaching in a constructive manner to increase employees' effectiveness. Ensuring High Quality - Performs Excellent Work: Engages regularly in formal and informal dialogue about quality; directly addresses quality issues promptly. - Ensures Continuous Improvement: Applies various learning experiences by looking beyond symptoms to uncover underlying causes of problems and identifies ways to resolve them. - Fulfills Safety and Regulatory Requirements: Understands all aspects of providing a safe environment and performs routine safety checks to prevent safety hazards from occurring. Managing Resources Effectively: - Demonstrates Accountability: Demonstrates a sense of ownership, focusing on and driving critical issues to closure. - Stewards Organizational Resources: Applies understanding of the departmental work to effectively manage resources for a department/area. - Makes Data Driven Decisions: Demonstrates strong understanding of the information or data to identify and elevate opportunities. Fostering Innovation: - Generates New Ideas: Proactively identifies new ideas/opportunities from multiple sources or methods to improve processes beyond conventional approaches. - Applies Technology: Demonstrates an enthusiasm for learning new technologies, tools, and procedures to address short-term challenges. - Adapts to Change: Views difficult situations and/or problems as opportunities for improvement; actively embraces change instead of emphasizing negative elements. Position Qualifications: Responsibilities: Certifications: Work Experience: Relevant Work Experience Experience Level: 3 years Education: Bachelor's Vanderbilt Health is committed to fostering an environment where everyone has the chance to thrive and is committed to the principles of equal opportunity. EOE/Vets/Disabled. PEOPLE ARE AT THE HEART OF ALL WE DO. Our vision: The world leader in advancing personalized health. Our mission: personalizing the patient experience through our caring spirit and distinctive capabilities. Making Health Care Personal. We’re looking for like-minded individuals driven to make a difference. We invite you to explore careers at Vanderbilt University Medical Center. At VUMC, we place a priority on designing with and for our patients and families. We value collaboration, embrace continuous learning and discovery, and seek to be a place where everyone has the chance to thrive. We’re the largest private employer in Middle Tennessee, with a growing team and expanding footprint in towns and communities across the region. We employ more than 28,000 people who work in inpatient and outpatient clinical care, research, and graduate medical education as well as critical supporting roles in administration, information technology and informatics, finance, legal and community affairs, communications and marketing, fund-raising, groundskeeping and facilities, and many more. Our growing health system has more than 1,700 licensed hospital beds at: Vanderbilt University Hospital Monroe Carell Jr. Children’s Hospital at Vanderbilt Vanderbilt Psychiatric Hospital Vanderbilt Stallworth Rehabilitation Hospital Vanderbilt Wilson County Hospital Vanderbilt Bedford Hospital Vanderbilt Tullahoma-Harton Hospital It’s also home to hundreds of outpatient clinic and surgical locations throughout the region. We serve our community with many unique and specialized services including the Level 1 Trauma Center, a highly experienced Transplant Center that does the most heart transplants in the world, a National Cancer Institute-designated Comprehensive Cancer Center, Lung Institute, Burn Center and many more. World-leading academic departments and centers make scientific discoveries, advance clinical care and train the next generation of health care professionals. Our robust research enterprise consistently ranks among the highest in the country as measured by peer-reviewed grant funding from the National Institutes of Health. We’re honored to be consistently considered among the nation’s best hospitals, including being nationally ranked in multiple medical specialties for treating the most complex conditions in adults and children by US News and World Report. Monroe Carell Jr. Children’s Hospital at Vanderbilt ranked as the No. 1 children’s hospital in the southeast in 2024. We support each other and encourage excellence among all who are part of our workforce. High-achieving employees stay at VUMC for professional growth, appreciation of benefits, and a sense of community and purpose. Join us in Making Health Care Personal.