This position serves as a member of the Office of the President, Vanderbilt University Hospital (VUH). The person in this role will provide direct support to the VUH Chief Operating Officer (COO). In this role and working together with the VUH administration administrative support team, he/she will also help to provide support to the administrative and operational functions of the VUH administration offices overall.
The successful candidate in this role will be responsible for the day-to-day function of the COO's office. He/she will represent the office of the COO 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 decisions 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.
Manages and directs the administrative and operational activities of the VUH Chief Operating Officer, 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, taking minutes 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 enterprise-wide initiatives
Working together with the VUH administration administrative support team to ensure the successful administrative function of the VUH administration offices overall
Provide assistance and back-up coverage to the VUH President and CNO, as well as back-up coverage for VUH segment Triad Leadership as needed
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 process for COO'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 VUMC proprietary database/software systems (Concur, ePAC, eProcurement, Kronos, etc.)
Reconcile P-Card charges, travel and other expense reports
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.