Job 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:

OtolaryngologyIn your pivotal role as Administrative Supervisor, you will be responsible for supporting positions for Speech Path faculty and Advance Practice Providers, as well as supervising the Admin. Asst. team. You will also manage calendars for multiple physicians.

REQUIRED:
• HSD/GED
• 5 years of relevant experience, ideally in healthcare (both in admin support and supervising staff)
• Ability to communicate effectively with all levels of staff
• Proficiency in Microsoft Office; experience w/OneNote is a plus

You will work Monday-Friday, standard daytime business hours. Initially, you will work fully on-site at our office located on 21st Ave. in Nashville, TN but will ultimately maintain a hybrid work model where you may occasionally work remotely.

DEPARTMENT SUMMARY

At the Vanderbilt Department of Otolaryngology–Head and Neck Surgery, we are committed to providing and innovating treatments for the most complex diseases of the head and neck!

Our providers are nationally recognized leaders in their field, and our teaching methodology seeks to avoid traditional lectures, putting emphasis, instead, on the flipped classroom. We are proud of our large cohort of residents (26) and our six fellowship training programs (9 fellows). Our decade-old Residency Leadership Training program has been noted in several high impact journals Our culture for training is one of "family," with easy accessibility to our stellar faculty and excellent camaraderie among us all. For more information, please visit https://www.vumc.org/ent/welcome

KEY RESPONSIBILITIES
• Participates in projects and/or on-going work activities (timelines, work plans, deliverables) aligned with area initiatives.
• Supervises day to day performance of staff as assigned through ongoing assessment and coaching to achieve goals.
• Ensures effective operation of an area through development and supervision of processes.
• Assists in preparation of the annual operating and capital budgets.
• The responsibilities listed are a general overview of the position and additional duties may be 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 (Novice): Anticipates resource needs to meet objectives and implements appropriate processes.
• Leadership (Novice): Formulates a vision while motivating & guiding employees promoting engagement. Leaders state precise goals, ensures the commitment of individuals to those goals, defines the methods of measurement, and provides the incentive to accomplish measureable outcomes.
• Quality Management (Novice): Developing a systematic process of checking to see whether a process or service is meeting specific requirements.
• Business Results (Fundamental Awareness): Ability to achieve business results while focusing on quality, customer satisfaction, and stewardship.
• Compliance (Novice): Understanding the rules, regulations, sanctions and other statutory requirements, guidelines and instructions relating to governing bodies and organizations, both internally and externally.
• People Management (Novice): Interacting, communicating, building relationships and developing employees.

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: Plans and sets day-to-day objectives for the team that have a direct effect on the results of the department or area that the job is in. * Problem Solving/ Complexity of work: Resolves technical and operational problems within provided guideline. * Breadth of Knowledge: Applies advanced subject matter knowledge within a specific technical area and basic management knowledge to support the team. * Team Interaction: Leads/supervises a unit within a department or a small department. Typically without budget or hire/fire authority. Role is typically a 'working' supervisor.

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:

5 years

Education:

High School Diploma or GED

This role offers the opportunity to make a meaningful impact within Vanderbilt Health, supported by a comprehensive benefits package which may include health, disability, retirement and/or wellness offerings to enhance your well-being and professional growth.

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.