Administrative Officer, Department of Pediatrics - HYBRID

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:

Pediatrics Chair

Job Summary:

As the Administrative Officer, you will partner with the Department Chair, Department Administrator, Division Directors, and faculty leaders to advance departmental and divisional excellence. You will lead and oversee the effective management of fiscal, human, operational, facilities, and administrative resources, ensuring high-performing, compliant, and efficient business operations. Key responsibilities include financial planning and stewardship, personnel administration, facilities and equipment management, operational oversight, and support of strategic initiatives that strengthen departmental performance and advance the mission of Vanderbilt University Medical Center.

The ideal candidate will have:
• Bachelor's degree in Business, Accounting, Finance, Healthcare Administration, or a related field required.
• Advanced degree preferred.
• Minimum of three years of progressively responsible administrative, financial, operational, or healthcare management experience.
• Experience in a healthcare, academic medicine, or medical center environment preferred.
• Demonstrated experience in budget development, financial reporting, account reconciliation, and financial analysis.
• Experience managing personnel, staffing, and payroll administration.
• Strong understanding of accounting best practices, internal controls, financial stewardship, and data integrity.
• Exceptional leadership, communication, interpersonal, and relationship-building skills.
• Strong analytical, decision-making, and problem-solving abilities.
• Ability to manage multiple projects, priorities, and initiatives simultaneously while working independently.
• Demonstrated commitment to customer service, continuous improvement, and team development.
• Proficiency with Microsoft Office applications, especially Excel, Word, and related reporting tools.
• Knowledge of healthcare compliance requirements and organizational policies and procedures preferred.

You will enjoy a hybrid remote schedule with flexibility on the days you work on site. Your office will be at Monroe Carell Jr. Children's Hospital at Vanderbilt in the Doctor's Office Tower, though much of your work can be done remotely from home and you will have a Monday-Friday schedule working traditional business hours.

Preferred Education, Skills, and Experience
- Bachelor's degree in Business, Accounting, Finance, Healthcare Administration, or a related field required.
- Advanced degree preferred.
- Minimum of three years of progressively responsible administrative, financial, operational, or healthcare management experience.
- Experience in a healthcare, academic medicine, or medical center environment preferred.
- Demonstrated experience in budget development, financial reporting, account reconciliation, and financial analysis.
- Experience managing personnel, staffing, and payroll administration.
- Strong understanding of accounting best practices, internal controls, financial stewardship, and data integrity.
- Exceptional leadership, communication, interpersonal, and relationship-building skills.
- Strong analytical, decision-making, and problem-solving abilities.
- Ability to manage multiple projects, priorities, and initiatives simultaneously while working independently.
- Demonstrated commitment to customer service, continuous improvement, and team development.
- Proficiency with Microsoft Office applications, especially Excel, Word, and related reporting tools.
- Knowledge of healthcare compliance requirements and organizational policies and procedures preferred.

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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 Functions and Responsibilities

Financial Management and Budget Administration

• Develop, implement, monitor, and analyze departmental, divisional, and project budgets.
• Prepare routine and ad hoc financial reports for departmental leadership, faculty, and administrative stakeholders.
• Monitor financial performance, identify trends, and recommend strategies to improve operational efficiency and fiscal outcomes.
• Conduct financial forecasting, account reconciliation, budget variance analysis, and expense management.
• Ensure compliance with organizational financial policies, procedures, and reporting requirements.
• Support strategic financial planning and resource allocation decisions.
• Monitor departmental assets, expenditures, productivity, and operational performance.

Human Resources and Personnel Management

• Provide leadership and oversight for human resources activities within the department or division.
• Maintain knowledge of current human resources policies, procedures, and employment practices.
• Recruit, interview, hire, and onboard qualified staff.
• Support employee engagement, professional development, performance management, and workforce planning initiatives.
• Ensure staffing levels are aligned with operational needs and budgetary guidelines.
• Oversee personnel administration and payroll processes.
• Foster a culture of accountability, collaboration, customer service, and continuous improvement.

Operations and Administrative Leadership

• Serve as a member of the departmental administrative leadership team.
• Provide leadership and administrative direction in priority setting, decision-making, and strategic planning.
• Manage and coordinate departmental administrative and support functions.
• Lead operational initiatives designed to improve efficiency, service quality, and organizational performance.
• Support implementation of departmental goals, objectives, and strategic initiatives.
• Coordinate multiple projects and initiatives while ensuring timely completion and successful outcomes.
• Develop and implement operational processes, policies, and performance improvement activities.

Facilities, Equipment, and Resource Management

• Coordinate facilities management activities to ensure a safe, efficient, and productive work environment.
• Oversee equipment planning, acquisition, maintenance, and replacement activities.
• Ensure departmental resources are utilized effectively and responsibly.
• Partner with organizational departments to address facility, safety, and operational needs.

Contracts, Compliance, and Partnership Management

• Monitor service agreements, vendor relationships, and departmental contracts to ensure compliance with organizational policies and contractual requirements.
• Collaborate with internal and external stakeholders to support departmental objectives and operational initiatives.
• Build and maintain strong working relationships with faculty, administrative leaders, clinicians, researchers, academic partners, and community organizations.
• Ensure compliance with applicable organizational, regulatory, and accreditation requirements.

Leadership Expectations

• Demonstrate strong leadership, professionalism, and sound business judgment.
• Promote a culture of collaboration, innovation, accountability, and service excellence.
• Lead through influence and relationship building across multidisciplinary teams.
• Utilize data and analytics to support informed decision-making.
• Champion continuous process improvement and operational excellence.
• Support the professional growth and development of staff and teams.

This consolidated version reflects the shared financial, HR, operational, facilities, compliance, and leadership responsibilities from all three job descriptions while excluding all references to grant administration and federal funding management.

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

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.