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:
Office of Research
Job Summary:
The Vanderbilt University Medical Center (VUMC) Office of Research (OOR) is seeking a motivated leader to join the OOR administrative leadership team, and advance its mission to enable, accelerate and celebrate biomedical discovery at VUMC. Reporting to the Assistant Director, OOR Shared Resources, Centers, and Institutes and the Director of the Vanderbilt University Institute of Imaging Science (VUIIS), the Administrative Officer position will work collaboratively with VUIIS leadership, faculty and core directors, academic department leaders, and central offices to achieve excellence in research and core administration by coordinating fiscal and personnel activities; policy compliance; resource acquisition and management; and business planning. This position is hybrid with the expectation of periodic onsite presence.
The VUIIS fosters an environment where the complementary natures of different imaging approaches are exploited, where experts in basic sciences and technical aspects of image formation and analysis collaborate closely with biomedical scientists who ask appropriate questions, and where the basic underlying science of imaging is fostered. The Administrative Officer will have primary responsibility for providing the administrative support essential for successful operations of VUIIS.
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KEY RESPONSIBILITIES
Serve as a member of the VUIIS and OOR leadership teams
- Attend meetings and interact with Department of Radiology & Radiological Sciences, OOR leadership team, and other departments
- Resolve problems directly, or in consultation with VUIIS Director and/or Reporting to the Assistant Director, OOR Shared Resources, Centers, and Institutes concerning staffing, utilization of facilities, equipment, and funds
- Work to align VUIIS operations with principles defined through the VUMC Strategic Directions: Design for Patients and Families; Make Diversity and Inclusion Intentional; Discover, Learn and Share
Manage and coordinate administrative and support functions for VUIIS
- Supervise staff, make staffing recommendations, interview and screen applicants for hiring
- Assign work priorities; conduct performance reviews, disciplinary actions and in concert with others, terminate employees when necessary
- Ensure best practices for human resources support, including principles of equity, sustainability, and diversity of the workforce; effective personnel and payroll administration; appropriate internal salary equity within the department; strict confidentiality for personnel records; timely onboarding of new personnel; and meaningful annual performance reviews
- Develop and train staff in appropriate systems, policies, and procedures
- Collaborate with Department of Radiology & Radiological Sciences Administrative Officer to support effective grants administration, including proposal development and timely reporting
Provide budgetary and financial expertise
- Analyze and develop the annual VUIIS budget
- Recommend distribution and allocation of general department resources
- Prepare reports for leadership review
- Review and approve purchase and equipment requisitions, travel and entertainment expenses, etc.
Core Facility business and compliance oversight
- Maintain a current and working knowledge of relevant core policies, including VUMC Guidelines for Research Core Operations and Federal policies
- Maintain a working knowledge of the iLab application for tracking, billing and invoicing core service activity
- Ensure core inventory control and monitoring for appropriate purchase of materials, services, equipment and use of facilities and personnel
- Ensure accurate and timely core billing and submission of external and internal invoices to core users
- Monitor collections and expenditures against budgets, develop business projections for core use and revenue, and prepare annual core rate proposals
- Prepare service level agreements for internal and external core customers.
- Promptly resolve external Accounts Receivable
- Develop complex budgets and/or proposals to facilitate contract or other external sponsored use of core services
TECHNICAL CAPABILITIES
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: Directs activities to achieve operational plans with some near term effect on results of the department/area.* Problem Solving/ Complexity of work: Identifies issues, gathers facts to resolve technical and operational problems. * Breadth of Knowledge: Applies in-depth knowledge and skills of a professional/technical area and basic management knowledge to manage the work of the team.* Team Interaction: Leads a complex department with a focus on implementation. Typically executes on a short to medium term strategies.
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
