Clinic Operations Manager - Pediatric Outpatient Clinics

Vanderbilt University Medical Center•Nashville, TN

2d•Onsite

About The Position

Coordinate, monitor, and evaluate the operation of a unit of the University or Medical Center. This role involves developing work goals, planning to achieve them, initiating changes in policies and procedures, and ensuring the most effective operation of the unit through program development, process improvement, and coordination of processes across functions. The manager will supervise a unit, coordinate activities of functions for unity of operation, and adjust work schedules to meet emergencies. This position also involves providing information, participating in management meetings, defining and achieving financial targets, managing budgets, and preparing financial reports. Additionally, the role requires ensuring service standards are met or exceeded, using patient/customer satisfaction data for improvement, and ensuring a safe, satisfying, and enriching environment for employees by providing qualified and competent staff. This includes defining qualifications and performance expectations, ensuring staff qualifications are consistent with job responsibilities and regulatory requirements, and creating an environment that encourages self-development and learning through feedback and training. The manager will also monitor quality assurance standards and programs.

Requirements

Bachelor's degree
3 years relevant work experience

Nice To Haves

Experience in pediatric outpatient clinics
Experience with Ortho & Urology Clinics
Experience with ENT & General Surgery Clinics
Experience with Genetics, Plastics and Physical Medicine & Rehab Clinics

Responsibilities

Develop work goals for the unit/area consistent with institutional and departmental goals and policy
Plan to achieve goals or establish priorities
Initiate changes or develop new policies, procedures and/or methods
Help unit to understand, share, and support the vision
Ensure the most effective operation of the unit/area through program development, process improvement and coordination of processes across functions
Monitor and coordinate programs and actions
Supervise a unit/area with responsibility for planning, coordinating and controlling the work and procedures
Coordinate the activities of one or more functions to effect unity of operation
Adjust work schedules or project priorities to meet emergencies or changing condition
Provide information to others (oral or written) to explain/clarify problems or issues or requests; meet with other professional/technical personnel to determine causes of a specific problem
Participate in periodic management meetings to keep top management informed of problems and concerns
Define and achieve financial targets for the unit/area, consistent with the departmental financial plan
Plan communicate budget calendar and process
Aid in the implementation, interpretation and presentation of annual wage and salary plan to staff
Supply precise information by center and account line regarding anticipated expenses for budget preparation including, but not limited to, detailed salary and fringe benefit information for faculty, staff and students (as applicable), estimated endowment revenue for all scholarship centers and provide guidance for estimated unrestricted scholarship need
Frequently prepare ad hoc financial and budget reports
Prepare for and attend monthly financial statement meetings along with director/ administrator
Closely monitor revenues and expenditures for all salary expenditures in all centers for the entire unit/area/department
Report findings that occur as part of the analysis process and incidental discoveries to the director/administrator
Exercise judgment and prepare supporting or correcting documentation as deemed appropriate
Exceed defined service standards for the unit/area
Ensure that the service standards established for the unit/area are met or exceeded
Monitor performance against service standards
Use patient/customer satisfaction data to improve systems, processes, and outcomes
Ensure a safe, satisfying and enriching environment for employees and provides a qualified, competent staff
Provide qualified competent staff by tracking projected staffing needs against qualification and competencies of current staff to identify any deficiencies to improve staffing levels
Define the qualifications and performance expectations for all staff positions through the Performance Development system, including department specific job descriptions, measurable performance standards
Ensure that staff qualifications are consistent with job responsibilities
Verify for each employee or contracted personnel that, where relevant, education and training are consistent with applicable legal and regulatory requirements and hospital policy, that the individual is licensed, certified or registered, and that the individual's knowledge and experience are appropriate for the job assignment
Create an environment that encourages and supports self-development and learning for all staff through regular feedback, by assuring the development of staff through orientation, training programs, work experiences and assessing competencies by meeting the performance expectations stated in his or her job description in a timely manner (normally annually)
Monitor quality assurance standards, programs and procedures within the unit/area
Ensure that defined quality standards are met within area of responsibility