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 diverse 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 recognizes that diversity is essential for excellence and innovation. We are committed to an inclusive environment where everyone has the chance to thrive and where your diversity of culture, thinking, learning, and leading 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:

Surgery Segment Admin

Job Summary:

JOB SUMMARY

This position serves as a member of the Vanderbilt University Hospital (VUH) Surgery Segment Triad Leadership Team, reporting directly to the Associate Operating Officer (AOO), VUH Surgery Segment. The successful candidate in this role will be responsible for providing advanced business process and administrative support to segment leaders. Additionally, in this role he/she will be a member of the VUH administration administrative support team and working together within the team, will help to provide support to the administrative and operational functions of the VUH administration offices overall.

Responsibilities include, but are not limited to, providing complex calendar management for the segment AOO and ANO, accessing and analyzing data, including financial data, communicating and validating requests for improvements to business processes, practices and information systems by serving as liaison between stakeholders. Understanding business problems and opportunities within the framework of requirements and recommending solutions enabling the organization to achieve its objectives. Collaborate with others to manage financial business reporting, monitor and maintain budget processes and provide services. He/she will represent the offices of the Surgery Triad Leadership Team in a professional manner, interacting daily with Vanderbilt University Medical Center leadership, segment key stakeholders and administrative professional peers.

The person in this role is expected to handle sensitive and confidential information with utmost discretion. This position involves a high degree of flexibility and initiative, requiring the ability to work proactively, both independently and as part of a diverse team. The person in this role is joining a team whose foundation is based upon the VUMC Credo and Behaviors and will be expected to adopt and follow these values as he/she executes the responsibilities of this role.

.

KEY RESPONSIBILITIES

• Perform advanced, diversified, and confidential administrative duties requiring broad experience, outstanding interpersonal skills and independent judgment

• Provide complex calendar management for the segment ANO and AOO, exercising discretion and judgment to analyze and appropriately prioritize complicated and challenging calendars

• Ensures the most effective operation of the area through program development and management, process improvement and coordination of processes across functions

• Manage and support business functions within the department, including the Segment’s project portfolio, various policies/standard operating procedures and HR support

• Ensures that strategic goals are met, analyze and apply strategic elements effectively

• Collect data, evaluate information, present options and recommendations, clearly communicate decisions and collaborate with others on the team

• Intermediate Excel proficiency strongly preferred, along with a demonstrated strong skillset with other Microsoft Office Suite programs

• Knowledge, familiarity and utilization of a broad range of VUMC proprietary applications such as My WorkDay, PEER, Kronos, along with Tableau, Smartsheet, REDCap survey, etc.

• Excellent written skills

• Develop communications that support strategic and operational improvement plans to include presentations, proposals, policy and procedures, and business summaries

• At the direction of the VUH Surgery Segment leaders, provide high-level, pro-active support for key meetings, including scheduling, developing agendas, meeting package preparations, material and agenda content tracking, attending meetings and taking minutes and/or notes, tracking action items and decisions made, and generating all necessary follow-up correspondence to ensure work is completed in a timely manner and deadlines are met

• Assist with presentations and deliverables, including draft development, review and edit of documents/presentations including designing, editing and reviewing presentation materials for content, grammatical, and/or presentation style

• Reconcile P-Card expenses, as well as expense reimbursements

• Ability to assess competing priorities, manage workflow and meet operational deadlines

• The skill to handle confidential materials and situations with professionalism, confidentiality, sensitivity and discretion

• Additional responsibilities as needed and assigned

TECHNICAL CAPABILITIES

• Clerical/Administrative (Advanced): Clerical/Administration is a skill which includes most clerical and administrative functions typically carried out by secretaries, administrators and others who perform a clerical role. Among the duties are: Ad Hoc Reporting, Calendar Maintenance, Data Entry, Document Duplication, Document Filing and Maintenance, Document Preparation, Employee Record Maintenance, Employee Time Recording, Faxing and Electronic Mailing, Inventory Management, Mail Sorting and Distribution, Meeting Coordination and Scheduling, Message Management, Receptionist Tasks, Special Projects, Spreadsheet Preparation, Travel Arrangements, and Word Processing and Typing.

• Operations Planning (Intermediate): Anticipates resource needs to meet objectives and implements appropriate processes.

• Business Results (Intermediate): Ability to achieve business results while focusing on quality, customer satisfaction, and stewardship.

• Compliance (Intermediate): Understanding the rules, regulations, sanctions and other statutory requirements, guidelines and instructions relating to governing bodies and organizations, both internally and externally.

• Human Resources Policies and Procedures (Intermediate): Knowledge, adherence and application of human resources policies and procedures.

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: Executes job responsibilities with the understanding of how output would affect and impact other areas related to own job area/team with occasional guidance. Problem Solving/ Complexity of work: Analyzes moderately complex problems using technical experience and judgment. Breadth of Knowledge: Has expanded knowledge gained through experience within a professional area. Team Interaction: Provides informal guidance and support to team members.

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 recognizes that diversity is essential for excellence and innovation. We are committed to an inclusive environment where everyone has the chance to thrive and to the principles of equal opportunity and affirmative action. EOE/AA/Women/Minority/Vets/Disabled