Division Administrator - Onsite, Nashville TN

Discover Vanderbilt Health: With eight hospitals and over 180 clinics, we are the region’s largest comprehensive academic health system. Vanderbilt Health has a long tradition of providing world-class care to the people of the Mid-South, living out our mission of moving medicine forward through preeminent programs in patient care, education and research. Here you’ll find a spirit of collaboration and a supportive community where your expertise is valued, your knowledge expanded and your uniqueness celebrated. We are committed to fostering an environment where talented, compassionate people are united in bringing the most advanced care to our neighbors throughout the region.

Organization:

Medicine Division Admin

Job Summary:

The Department of Medicine divisions of Diabetes, Endocrinology and Metabolism and Rheumatology and Immunology are seeking a Division Administrator to serve as a key member of the leadership team for both divisions.

This position will partner closely with the directors of both divisions and provide leadership for the fiscal, operational, and personnel functions that support their missions. The Division Administrator will be responsible for fostering an efficient and effective environment in which faculty, staff and trainees can successfully carry out their work. This role will directly oversee the administrative teams and collaborate with key stakeholders across the divisions, including faculty, staff, and Department of Medicine leadership.

About the Division of Diabetes, Endocrinology and Metabolism:
The Division of Diabetes, Endocrinology and Metabolism continues to advance Vanderbilt Health’s clinical, research, and educational missions through nationally recognized leadership, innovative patient care, and sustained growth. The division includes approximately 50 faculty members, 23 advanced practice providers, a dedicated administrative team, and a robust cohort of trainees who support its broad clinical and academic mission. The division provides highly specialized care across diabetes, obesity medicine, metabolic disorders, rare bone diseases, and endocrine conditions, while earning national and international recognition through the accomplishments of its faculty. During the 2025-2026 academic year, division leaders received prestigious awards and held prominent roles within leading professional societies, while educational initiatives expanded through new interdisciplinary training programs and strong partnerships with the VA system. Clinically, the division experienced significant growth, achieving a 7% increase in outpatient RVUs, a 10% increase in net revenue, and delivering nearly 55,000 outpatient visits across an expanding regional footprint. Supported by $11.2 million in NIH funding, the division remains a leader in endocrinology research and physician-scientist development.
About The Division of Rheumatology and Immunology:
The Division of Rheumatology and Immunology advances Vanderbilt Health’s clinical, educational, and research missions through a highly collaborative team of approximately 34 faculty members, five advanced practice providers, dedicated administrative staff, and trainees. The division provides comprehensive rheumatology care while expanding patient access to clinical trials and disease registries focused on complex autoimmune and inflammatory conditions, supporting both exceptional patient care and translational research. Education remains a core focus, with faculty actively teaching medical students, residents, graduate students, and fellows across clinical and laboratory settings. The division also maintains a robust research enterprise, with strong grant and publication productivity and the successful renewal of its NIH-funded T32 training program, which supports the development of future physician-scientists. As Vanderbilt Health continues to expand its clinical footprint, the division remains committed to increasing access to specialized rheumatology care, advancing innovative research, and training the next generation of leaders in rheumatology and immunology.

Primary Responsibilities:

• Financial Management
o Analyze and develop the annual division budget(s)
o Recommend distribution and allocation of general division resources
o Authorize and approve expenses
o Monitor collections and expenditures against budgets and grants; analyze requisitions for conformance to budget and compliance with specific requirements and restrictions.
• Serve as a member of the departmental administrative team
o Attend meetings and interact with other departments as requested by the Division Director and/or departmental administrator.
o Resolve problems directly, or in consultation with Division Director concerning staffing, utilization of facilities, equipment and funds
• Manage and coordinate administrative and support functions within the division
o Develop and interpret policies and procedures for administrative staff
o Assure that all policies are in conformance with Institutional guidelines
o Prepare reports for management review
o Provide oversight for personnel and payroll administration
o Assign work priorities; conduct performance reviews, disciplinary actions and in concert with others, terminate employees when necessary.
o Train in division systems and procedures.

.

Preferred Skills & Experience:

• Master's degree in Business Administration (MBA), Healthcare Administration (MHA), or a related field.
• Previous leadership experience in a healthcare setting
• Demonstrated experience with financial oversight, including budgeting, forecasting, resource allocation, and financial performance management.
• Proven ability to balance both personnel management and financial responsibilities within a complex organizational environment.
• Strong leadership and team development skills, with experience coaching, mentoring, and guiding high-performing teams.
• Experience driving operational initiatives, process improvements, and organizational objectives in a healthcare environment.
• Excellent interpersonal and communication skills, with the ability to collaborate effectively across multiple stakeholder groups.
• Strategic thinking and decision-making skills, supported by data-driven analysis and sound business judgment.

KEY RESPONSIBILITIES

• Serve as a member of the departmental administrative team as primary representative of functional area(s).
• Attend meetings and interact with other departments as requested by the Division Chief and/or departmental administrator to ensure coordination and integration of activities in compliance with established policies and procedures.
• Resolve problems directly, or in consultation with Division Chief or CBO concerning staffing, utilization of facilities, equipment and funds.
• Prepares reports for faculty and for management's review.
• Works independently on projects related to administrative areas of responsibility.
• Develop and implement plans, goals, and objectives that are consistent with department and VUMC objectives.
• Interpret, adapt and communicate policies/procedures established at higher management levels to departmental staff.
• Develop, authorize, implement and evaluate policies/procedures for all activities under position jurisdiction.
• Create an organizational culture (both within and across departments) that provides a safe, satisfying and enriching environment for employees and provides a qualified, competent staff.
• Provide sound personnel and payroll administration to ensure internal salary equity within the division(s).
• Perform manpower planning and staffing needs assessment.
• Provide training for staff development.
• Assure that complaints and grievances are handled in accordance with VUMC policies.
• Develop and implement a fiscal program based on long range plans and forecasts of needs and costs.
• Serve as business manager for the division, function as the contact point regarding divisional fiscal matters.
• Authorize, approve and sign purchase and equipment requisition, travel and other expenses.
• Monitor collections and expenditures against budgets and grants.
• Analyze requisitions for conformance to budget and compliance with specific requirements and restrictions.
• Prepare annual operating budget for Division Director's approval and approval by Department Admin.
• Recommend distribution and allocation of general division resources.
• Coordinate division contracts binding upon VUMC with the appropriate internal and external contracting authorities.
• In consultation with principal investigator(s), develop, implement, and monitor the budgetary aspects of research proposals/awards.
• Represent the division internally and externally with granting agencies in the non-scientific components.
• Prepare or direct preparation of final expenditure reports.
• Formulate and administer policies and procedures for management and maintenance of physical plant.
• Make space allocation and equipment purchase recommendations.
• Consult and coordinate with VUMC services for upkeep, renovation and other 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:

5 years

Education:

Bachelor's

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.