This position serves as a member of the Office of the President, Vanderbilt University Adult Hospital (VUAH). The person in this position provides direct support to the Associate Nursing Officer for Heart, Neuro and Hem-Onc, as well as the Associate Nursing Officer for Surgery and Medicine. In this role and working together with the VUAH administration administrative support team, he/she will help to provide overall support to the administrative and operational functions of the VUAH administration offices.
The successful candidate in this role will be responsible for the day-to-day function of the ANOs' offices. Working together as a team he/she will also provide overall support to the administrative and operational functions of the VUAH administration offices. He/she will represent the offices of the ANO in a professional manner, interacting daily with Vanderbilt University Medical Center leadership, departmental customers, 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 team. This position requires the confidence and competence to make independent decision on matters of significance free from immediate direction. 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.
Supervise, manage, and direct the administrative and operational activities of the Associate Nursing Officers which include, but are not limited to:
Perform advanced, diversified, and confidential administrative duties requiring broad and comprehensive experience, outstanding interpersonal skills and independent judgment based upon experience.
Manage correspondence and communication (verbal, written, and e-mail) using independent judgment, and requiring a high degree of confidentiality, discretion, and professionalism.
Provide high-level, pro-active support for executive and other key meetings, including scheduling, 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 as appropriate to support related meeting business, projects and/or phases of associated projects, and to prep for subsequent meetings
Provide complex calendar management, exercising discretion and judgment to analyze and appropriately prioritize complicated and challenging calendars
Develop, execute, and manage a plan for coordinating events, retreats and site visits as needed, including timeline development, action items, budget planning and reconciliation, logistics, agenda planning and catering
Responsible for defined parts of projects or phases of larger projects in support of VUAH and segment-wide initiatives
Working together with the VUAH administration administrative support team to ensure the successful administrative function of the VUAH administration offices overall
Provide assistance and back-up coverage to the VUAH President, CNO and COO
Resolve routine and complex inquiries from inception to resolution, including those regarding highly confidential matters and urgent/emergent operations issues, in a timely and efficient manner
Screens/triages telephone calls and visitors
Human resources: coordinate the annual performance evaluation processes for ANO's direct reports and provide departmental back-up for timekeeping and payroll functions.
Coordinates all aspects of business travel itineraries and arrangements as business necessitates.
Provide and coordinate information and materials for upcoming presentations and/or analysis.
Assists with designing, editing, and reviewing presentation materials for content, grammatical, and/or presentation style correction, ensuring that deadlines are met, and all materials required are correct and assembled
Accesses, understands, and appropriately utilizes VUAH proprietary database/software systems (Concur, ePAC, eProcurement, Kronos, etc.)
Reconcile P-Card charges, travel and other expense reports.
Other responsibilities and/or projects as assigned.
Preferred Knowledge, Skills and Experience:
Bachelor's degree or an equivalent combination of education and/or experience with at least three years of high-level administrative office experience supporting high-level leaders and initiatives, including those with large scope, timelines, and budgets
A high degree of professional interpersonal skills with the ability to connect well with others
Exceptional customer service skills demonstrated by a consistent professional demeanor
Exemplary attention to detail with strong proofreading and grammar skills
Experience working within VUMC
Demonstrated ability to work independently, showing sound judgment based upon experience, as well as the capability to work as part of a diverse team in a professional and collaborative manner
Ability to analyze, compare, and evaluate various courses of action, and make independent decisions on matters of significance free from immediate direction
High-level, pro-active support for executive and other key meetings
Experience with project coordination and support
Must be able to analyze, manage and appropriately prioritize scheduling for extremely busy, high-level calendars
Ability to assess competing priorities, manage workflow, and meet operational deadlines
The skill to handle confidential materials and situations with professionalism, sensitivity, and discretion
Excellent written skills
Demonstrated strong Microsoft Office (Outlook, Word, PowerPoint, Excel, Visio) skills
Knowledge, familiarity, and utilization of a broad range of VUMC proprietary applications such as Concur, ePAC, eProcurement, Kronos, etc.
Must be flexible, resourceful, and work well under pressure
CLERICAL/ADMINISTRATIVE (INTERMEDIATE): - 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
AD HOC REPORTING (INTERMEDIATE): - The ability to access information from databases and prepare reports
DATA ANALYSIS (INTERMEDIATE): - The ability to analyze data in an accurate manner
FINANCIAL PROCESSES (NOVICE): - Ability to monitor costs, expenses and revenue as well as the ability to manage those costs and expenses in relation to budgeted amounts
HUMAN RESOURCES POLICIES AND PROCEDURES (FUNDAMENTAL AWARENESS): - Knowledge, adherence and application of human resources policies and procedures
Organizational Impact: Delivers job responsibilities that impact own job area/team with some guidance
Problem Solving/ Complexity of work: Uses existing procedures, research and analysis to solve standard job related problems that may require some judgement
Breadth of Knowledge: Requires subject matter knowledge within a professional area to meet job requirements
Team Interaction: Individually contributes to project/ work teams
SUPPORTING COLLEAGUES (P1):
Develops Self and Others: Continuously improves own skills by identifying development opportunities
Builds and Maintains Relationships: Seeks to understand colleagues' priorities, working styles and develops relationships across areas
Communicates Effectively: Openly shares information with others and communicates in a clear and courteous manner
DELIVERING EXCELLENT SERVICES (P1):
Serves Others with Compassion: Invests time to understand the problems, needs of others and how to provide excellent service
Solves Complex Problems: Seeks to understand issues, solves routine problems, and raises proper concerns to supervisors in a timely manner
Offers Meaningful Advice and Support: Listens carefully to understand the issues and provides accurate information and support
ENSURING HIGH QUALITY (P1):
Performs Excellent Work: Checks work quality before delivery and asks relevant questions to meet quality standards
Ensures Continuous Improvement: Shows eagerness to learn new knowledge, technologies, tools or systems and displays willingness to go above and beyond
Fulfills Safety and Regulatory Requirements: Demonstrates basic knowledge of conditions that affect safety and reports unsafe conditions to the appropriate person or department
MANAGING RESOURCES EFFECTIVELY (P1):
Demonstrates Accountability: Takes responsibility for completing assigned activities and thinks beyond standard approaches to provide high-quality work/service
Stewards Organizational Resources: Displays understanding of how personal actions will impact departmental resources
Makes Data Driven Decisions: Uses accurate information and good decision making to consistently achieve results on time and without error
FOSTERING INNOVATION (P1):
Generates New Ideas: Willingly proposes/accepts ideas or initiatives that will impact day-to-day operations by offering suggestions to enhance them
Applies Technology: Absorbs new technology quickly; understands when to utilize the appropriate tools and procedures to ensure proper course of action
Adapts to Change: Embraces change by keeping an open mind to changing plans and incorporates change instructions into own area of work
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 disease.As t...he 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.