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:

General PediatricsIn your pivotal role as Administrator Supervisor, you will provide operational and administrative leadership for a division, overseeing staff supervision, daily operations, budget support, and process management. Your role will ensure the efficient functioning of administrative services while supporting faculty, providers, and leadership. You will independently manage divisional administrative operations and serves as a key liaison to departmental and institutional partners, driving consistency, compliance, and high‑quality service delivery. If you are quick on your feet and flexible, this is an excellent opportunity for you!

REQUIRED:
• High School Diploma or GED
• 5 years of experience

You will work Monday-Friday traditional daytime business hours and will enjoy a remote hybrid work model, working 2 days/week remotely from home and 3 days/week at our office located at One Hundred Oaks in Nashville, TN.

DEPARTMENT SUMMARY

The Department of Pediatrics at Vanderbilt Health is committed to advancing the health and well-being of children through exceptional clinical care, groundbreaking research and comprehensive education. As part of a world-class academic medical institution, we combine compassionate, family-centered care with innovative science to meet the unique needs of pediatric patients and their families. For more information please visit https://pediatrics.vumc.org/about-department-pediatrics

KEY RESPONSIBILITIES

1. People Leadership & Supervision

• Supervises the day‑to‑day performance of assigned administrative staff through ongoing coaching, assessment, and performance management

• Provides administrative leadership within the division, including training, mentoring, and supervising other Administrative Assistants in division

• Promotes teamwork, collaboration, and engagement in support of divisional and departmental goals

• Provides back‑up coverage and ensures cross‑training of key administrative functions, including GME support

2. Faculty, Provider & HR Administrative Support

• Under the direction of the Division Director, leads administrative processes for faculty recruitment, onboarding, visiting professor agendas, annual reviews, faculty scheduling, and annual reports

• Initiates and coordinates HR processes, including new hire processing, onboarding, PTO tracking, additional pay requests, and FMLA coordination

• Ensures compliance with KRONOS policies and provides required timekeeping approvals for division staff

• Provides direct administrative support to faculty and providers (e.g., calendar management, credentialing coordination, travel arrangements), delegating tasks as appropriate

• Oversees provider scheduling processes, including Provider Time Away, Synergy call schedules, and divisional tracking metrics

3. Administrative Operations & Program Management

• Participates in divisional projects and ongoing operational activities, including timelines, work plans, and deliverables aligned with departmental initiatives

• Ensures effective day‑to‑day operation of the division through development, implementation, and supervision of administrative processes

• Organizes and prioritizes the flow of daily operations to ensure service priorities and deadlines are met

• Uses judgment to assess urgency and allocate resources appropriately in a fast‑paced environment

• Manages special projects and compiles operational and HR‑related data as needed

4. Budget, Finance & Resource Management

• Manages divisional adherence to budgetary controls and departmental policies

• Assists Administrative Officers with general expense reviews and financial tracking

• Assists in preparation and monitoring of annual operating and capital budgets

5. Communication & Cross‑Functional Liaison

• Serves as liaison to internal and external partners, including HR, IT, CME, Visa Services, Chair’s Office, Faculty Affairs, and departmental leadership

• Coordinates meetings across departments and organizations, prepares agendas, records minutes, and distributes follow‑up materials

• Implements, communicates, and supports new administrative processes and operational changes at the divisional level

• Collaborate with departmental administrative teams and serve on staff committees as 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.