Job Details

Discover Vanderbilt University Medical Center : Located in Nashville, Tennessee, and operating at a global crossroads of teaching, discovery, and patient care, VUMC is a community of individuals who come to work each day with the simple aim of changing the world. It is a place where your expertise will be valued, your knowledge expanded, and your abilities challenged. Vanderbilt Health is committed to an environment where everyone has the chance to thrive and where your uniqueness is sought and celebrated. It is a place where employees know they are part of something that is bigger than themselves, take exceptional pride in their work and never settle for what was good enough yesterday. Vanderbilts mission is to advance health and wellness through preeminent programs in patient care, education, and research.

Organization

Section of Surgical Sciences

Job Summary

In your pivotal role as Administrative Officer within the Section of Surgical Sciences, you will assist the department CBO to achieve departmental goals by coordinating fiscal and human resource activities, equipment purchases, research operations support, and by providing facilities management. This role is critical to maintaining operational efficiency and supporting the Sections mission. This role serves as the primary overseer of administrative activities, including WorkDay entries, position requisitions, expense reimbursements, and leave requests, ensuring compliance with institutional policies and accuracy in administrative processes. Your duties will include:

• Research Administration: Pre-award support, outgoing/incoming contracts, VA MOUs/IPAs, space and equipment inventory, and iLab coordination.
• Faculty & Staff Support: HR for researchers, Kronos approvals, postdoc appointments, and visa processing for research faculty and staff.
• Leadership & Special Projects: Assistance with Section research leadership initiatives and special projects.

By combining administrative oversight and research administration support, this role is indispensable to the Sections success, as it will ensure continuity, operational integrity, and advancement of our commitment to excellence in surgical sciences.

Requirements

• Bachelors Degree (or equivalent experience)
• 3 years of relevant experience
• Experience in research is a plus
• Proficiency in Microsoft Office
  
• Experience with WorkDay is a plus

You will work Monday-Friday, traditional, daytime business hours and will largely work remotely with some in-office presence required in our Nashville, TN office.

DEPARTMENT SUMMARY

The Vanderbilt Section of Surgical Sciences unites various multidisciplinary surgical specialties into one framework committed to the same vision becoming the preeminent surgical program. Leading the Section is, Chair, Seth J. Karp, M.D., the H. William Scott Jr. Professor and Surgeon-in-Chief.

The Section is divided into seven surgical departments, each led by a chair appointed by the dean and executive faculty. They, in turn, serve on the Section Executive Committee alongside the heads of each Division. For more information, please visit

KEY RESPONSIBILITIES

• Serve as a member of the departmental administrative team
• Attend meetings and interact with other departments as requested by the department chairman and/or departmental administrator.
• Resolve problems directly, or in consultation with department chairman/administrator concerning staffing, utilization of facilities, equipment and funds
• Provide sound personnel and payroll administration
• Ensure internal salary equity within the department.
• Maintain confidential personnel records for professional and non-professional staff.
• Make staffing recommendations, interview and screen applicants for hiring.
• Train in departmental systems and procedures.
• Assign work priorities; conduct performance reviews, disciplinary actions and in concert with others, terminate employees when necessary.
• Analyze and develop the annual departmental budget
• Recommend distribution and allocation of general department resources
• Review grant preparation for compliance with restrictions.
• Authorizes, approves and signs purchase and equipment requisitions, travel and entertainment expenses, etc.
• Monitor collections and expenditures against budgets and grants, analyzes requisition for conformance to budget and compliance with specific requirements and restrictions.
• Manage and coordinate administrative and support functions within the department
• Develop and interpret policies and procedures for clerical staff
• Assure that all policies are in conformance with University guidelines
• Prepare reports for management review

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.

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.