Division Administrator - GI Medicine

Vanderbilt University Medical Center•Nashville, TN

About The Position

The Division of Gastroenterology, Hepatology and Nutrition is seeking a Division Administrator to serve as an integral part of the leadership team for a growing Division with over 90 faculty and 76 staff, students and trainees. This position will assist the Director of the Division by directing the fiscal, operational and human resource activities of the division with the goal of providing an efficient and effective environment in which the faculty and staff can accomplish their work. The Division Administrator will have direct supervision of the administrative team, and will partner with key stakeholders including faculty, staff, and Medical Center leadership. Responsibility for planning, organizing, and managing one or more functional area(s) fiscal and human resources to achieve the administrative and operational objectives of the divisional areas of responsibility in support of clinical care, teaching and/or research activities; develops program goals and annual operating budgets.

Requirements

Job requires a bachelor’s degree and 5 years of relevant work experience.

Nice To Haves

Master's degree and management experience in a health care or academic medical center setting is strongly preferred

Responsibilities

Financial Management of Division
Analyze and develop the annual division budget
Recommend distribution and allocation of general division resources
Authorize and approve expenses
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
Attend meetings and interact with other departments as requested by the Division Director and/or departmental administrator.
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
Develop and interpret policies and procedures for administrative staff
Assure that all policies are in conformance with Institutional guidelines
Prepare reports for management review
Provide oversight for personnel and payroll administration
Assign work priorities; conduct performance reviews, disciplinary actions and in concert with others, terminate employees when necessary.
Train in division systems and procedures.
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.