Administrative Supervisor - Davidson County Heart & Vascular Institute

Vanderbilt Health; Nashville (TN); On-site; USD 90,000 - 130,000; Full time

Job summary

The Administrative Supervisor, Davidson Heart & Vascular Institute at Vanderbilt Health leads a frontline administrative team, translating strategic goals into daily workflows and standards. You will guide staff, streamline processes, and support operating performance across the Davidson region.

With 5 years of relevant experience and a track record in budget and payroll support, you will build organizational discipline, drive improvements, and ensure sustainable growth while maintaining a

Qualifications

• Supervises a team of administrative professionals.
• Assists in budget, payroll and administrative functions.
• Experience level: 5 years in healthcare administration.

Responsibilities

• Oversee day-to-day operations and workflows.
• Lead process improvements and standardization.
• Manage budgeting, capital planning, and staff performance.
• Provide coaching and development for administrative staff.

Skills

Leadership

People Management

Operations Planning

Quality Management

Compliance

Communication

Education

High School Diploma or GED

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.

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:

• Performes 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.
• Makes 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.

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.