Administrative Supervisor - Davidson County Heart & Vascular Institute

Montgomery College; Fallbrook (CA); On-site; USD 70,000 - 95,000; Full time

Job summary

Vanderbilt Health is seeking an Administrative Supervisor to lead Davidson Heart & Vascular Institute operations. This frontline role oversees administrative teams, drives standardization of processes, and ensures day-to-day performance aligns with organizational goals.

The position emphasizes staff leadership, budgeting support, and continuous improvement within a large academic health system that values collaboration, growth, and exceptional patient care across eight hospitals and numerous

Qualifications

• Experience supervising administrative staff and leading operations.
• Ability to assist in budget, payroll, and administrative functions.
• Strong process improvement and change management skills.

Responsibilities

• Lead day-to-day performance of administrative staff and coach for goals.
• Ensure efficient operation of assigned area through process development.
• Assist in annual operating and capital budgets.
• Participate in projects aligned with area initiatives.

Skills

Clerical/Administrative

Operations Planning

Leadership

Quality Management

Business Results

Compliance

People Management

Job description

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: VHVI Ambulatory Business Director

Job Summary: Supervises a team of administrative professionals. Assists in budget, payroll and/or administrative functions. .

Position Hours: Full-Time Monday through Friday (Days)

Position Summary

The Administrative Supervisor, Davidson Heart & Vascular Institute is a frontline operational leader responsible for the day-to-day performance of administrative teams across the Davidson region. This role provides direct staff leadership and accountability, oversees daily operational workflows, and leads the implementation and standardization of improved processes. As our service line continues to grow, the Administrative Supervisor will play a critical role in building the structure, consistency, and operational discipline necessary to support teams, improve workflows, and ensure sustainable growth.

KEY RESPONSIBILITIES

• Participates in projects and/or on-going work activities (timelines, work plans, deliverables) aligned with area initiatives.


• Supervises day to day performance of staff as assigned through ongoing assessment and coaching to achieve goals.


• Ensures effective operation of an area through development and supervision of processes.


• Assists in preparation of the annual operating and capital budgets.


• The responsibilities listed are a general overview of the position and additional duties may be assigned.

TECHNICAL CAPABILITIES

• Clerical/Administrative (Advanced): Clerical/Administration is a skill which includes most clerical and administrative functions typically carried out by secretaries, administrators and others who perform a clerical role. Among the duties are: Ad Hoc Reporting, Calendar Maintenance, Data Entry, Document Duplication, Document Filing and Maintenance, Document Preparation, Employee Record Maintenance, Employee Time Recording, Faxing and Electronic Mailing, Inventory Management, Mail Sorting and Distribution, Meeting Coordination and Scheduling, Message Management, Receptionist Tasks, Special Projects, Spreadsheet Preparation, Travel Arrangements, and Word Processing and Typing.


• Operations Planning (Novice): Anticipates resource needs to meet objectives and implements appropriate processes.


• Leadership (Novice): Formulates a vision while motivating & guiding employees promoting engagement. Leaders state precise goals, ensures the commitment of individuals to those goals, defines the methods of measurement, and provides the incentive to accomplish measureable outcomes.


• Quality Management (Novice): Developing a systematic process of checking to see whether a process or service is meeting specific requirements.


• Business Results (Fundamental Awareness): Ability to achieve business results while focusing on quality, customer satisfaction, and stewardship.


• Compliance (Novice): Understanding the rules, regulations, sanctions and other statutory requirements, guidelines and instructions relating to governing bodies and organizations, both internally and externally.


• People Management (Novice): Interacting, communicating, building relationships and developing employees.

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: Plans and sets day-to-day objectives for the team that have a direct effect on the results of the department or area that the job is in.


• Problem Solving/ Complexity of work: Resolves technical and operational problems within provided guideline.


• Breadth of Knowledge: Applies advanced subject matter knowledge within a specific technical area and basic management knowledge to support the team.


• Team Interaction: Leads/supervises a unit within a department or a small department. Typically without budget or hire/fire authority.


• Role is typically a 'working' supervisor.

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.


• Make 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: 5 years


• Education: High School Diploma or GED

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. PEOPLE ARE AT THE HEART OF ALL WE DO.

Great health care takes great people. We're looking for like-minded individuals driven to make a difference. We invite you to explore careers at Vanderbilt Health, where we value collaboration, embrace continuous learning and foster an environment where everyone can thrive.

We're the largest private employer in Middle Tennessee, with a growing team and an expanding footprint across towns and communities throughout the region. We employ more than 43,000 people who work in inpatient and outpatient clinical care, research and graduate medical education. Our employees also serve in critical supporting roles in administration, information technology and informatics, finance, legal and community affairs, communications and marketing, fundraising, groundskeeping and facilities, and many other departments.

Our growing academic health system has more than 2,100 licensed hospital beds at eight hospitals: Vanderbilt University Hospital, Monroe Carell Jr. Children's Hospital at Vanderbilt, Vanderbilt Psychiatric Hospital, Vanderbilt Stallworth Rehabilitation Hospital, Vanderbilt Bedford Hospital, Vanderbilt Clarksville Hospital, Vanderbilt Tullahoma-Harton Hospital, Vanderbilt Wilson County Hospital.

Vanderbilt Health is the Mid-South’s largest provider of specialty care, with hundreds of outpatient clinic and surgical locations throughout the region, and Tennessee’s only National Cancer Institute-designated Comprehensive Cancer Center for adults and children. We are one of the nation’s busiest critical care centers, home to Middle Tennessee’s only Level 1 Trauma Center and Burn Center for adults and children, and Middle Tennessee’s only Level IV Neonatal Intensive Care Unit. We are the nation’s largest transplant center, and last year we performed the most heart transplants than any center worldwide.

Vanderbilt Health is an epicenter for biomedical research, winning over $1 billion in annual research awards from government, industry, foundations and donors. We are also a national leader in medical training and education, with the largest clinical training center in the Mid-South and the only training center in Tennessee for many adult and pediatric specialties.

We're honored to be consistently considered among the nation’s best hospitals for quality, safety and patient satisfaction. Three of our hospitals and Vanderbilt University Hospital, Vanderbilt Psychiatric Hospital and Vanderbilt Wilson County Hospital have been awarded a Five-Star Quality Rating from Medicare. We support each other and encourage excellence among every member of our workforce. High-achieving employees stay at Vanderbilt Health for professional growth opportunities, competitive compensation and benefits, and a sense of community and purpose.

Join us in advancing health care. Our vision: The world leader in advancing personalized health. Our mission: Personalizing the patient experience through our caring spirit and distinctive capabilities.