Division Administrator - Onsite, Nashville TN

Vanderbilt University Medical Center•Nashville, TN

16h•Onsite

About The Position

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.

Requirements

Bachelor's degree
5 years relevant work experience

Nice To Haves

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.

Responsibilities

Analyze and develop the annual division budget(s)
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.