Job Summary: Manage independently the budgetary, personnel, and physical facilities of a department, division, or other organizational unit. Develop administrative goals and priorities for long-range planning with an emphasis in strategic budgetary management.
Supervisor: Director of Pulmonary/Allergy/Immunology
Job responsibilities include but are not limited to:
1. Oversee Provider schedules
a. Process and track Time Away Requests
b. Maintain Division Outlook Calendar
c. Maintain Synergy Call Schedule
d. Quarterly Physician Time Reports
2. Administrative Support to Physician who is Director of Pediatric Pulmonary/Allergy/Immunology and other Faculty Members
a. Manage Calendar
b. Schedule Meetings
c. Make Travel Arrangements
d. Field phone calls and route appropriately
e. Maintain Faculty CME Allowances
3. Ledger Review and Reconciliation
a. Monitor department centers
b. Obtain and match all documentation for each non-labor transaction
c. Review transactions with Clinical and Research Administrative Officer
4. Coeus and Research Support
a. Provide intermediate level of Coeus support to Research Administrative Officer
b. Maintain Biosketches
c. Clinical Trial Invoice tracking
d. Maintain documents needed to meet grant requirements.
5. Project management
a. Implement plans to achieve defined departmental goals and objectives
b. Independently define and develop parameters and desired outcomes of database queries, office procedures, etc.
c. Compile data, conduct research assignments and summarize findings according to general instructions
d. Analyze and report findings relating to daily operations
e. Coordinate space and facilities planning
f. Organize and Conduct Division Conferences
g. Maintain Division Website
h. Cystic Fibrosis Quarterly Reports
6. Supervise staff
a. Assign and review work of varying degrees of complexity, exercising independent judgment
b. Supervise Senior Administrative Assistant to provide needed support to division Faculty and Staff and Fellows
c. Provide and document performance feedback in collaboration with the administrative officer and division director
d. Kronos Review and Approval
e. Understand FLSA, FMLA, etc. and communicate same to staf
7. Process Incoming and Outgoing Mail
a. Sort and route incoming mail to the appropriate location as defined by department
b. Identify items requiring immediate or personal attention
c. Handle and distribute mail in an efficient and timely manner
8. Process Purchase Requisitions/Reconciliation
a. Become familiar with eProcurement to order office and testing supplies
b. Maintain documentation to match with orders
c. Reconcile documentation to general ledger expense
Job requires Associates degree and 4 years of experience or the equivalent.
Vanderbilt University Medical Center is home to Vanderbilt University Hospital, The Monroe Carell Jr. Children’s Hospital at Vanderbilt, the Vanderbilt Psychiatric Hospital and the Vanderbilt Stallworth Rehabilitation Hospital. These hospitals experienced more than 61,000 inpatient admissions during fiscal year 2015. Vanderbilt’s adult and pediatric clinics treated nearly 2 million patients during this same period.
Vanderbilt University Hospital and the Monroe Carell Jr. Children’s Hospital at Vanderbilt are recognized again this year by U.S. News & World Report’s Best Hospitals as among the nation’s best with 18 nationally ranked specialties.
Vanderbilt University Medical Center is world renowned because of the innovation, work ethic and collegiality of its employees. From our health care advances to our compassionate care, Vanderbilt owes its accomplishments and reputation to staff and faculty who bring skill and drive and innovation to the medical center day after day. World-leading academic departments and comprehensive centers of excellence pursue scientific discoveries and transformational educational and clinical advances across the entire spectrum of health and disea...se.
As the largest employer in middle Tennessee, we welcome those who are interested in ongoing development in a caring, culturally sensitive and professional atmosphere. Most of us spend so much of our lives at work, we want to be part of maintaining a workplace in which people support one another and encourage reaching for excellence. Many high-achieving employees stay at Vanderbilt because of the professional growth they experience and because of their appreciation of Vanderbilt’s benefits, public events and discussions, athletic opportunities, beautiful setting and, above all, sense of community and purpose.
Vanderbilt and its employees share a set of mutual expectations that have been created with productivity, legality, fairness and safety always in mind. We believe that our investment in training and compensating employees multiplies in value when we enable individuals to deliver their best performance for the benefit of us all.