Your Role:

This position serves as a member of the Office of the President, Vanderbilt University Adult Hospital (VUAH). The person in this position provides direct support to the Associate Nursing Officer for Heart, Neuro and Hem-Onc, as well as the Associate Nursing Officer for Surgery and Medicine. In this role and working together with the VUAH administration administrative support team, he/she will help to provide overall support to the administrative and operational functions of the VUAH administration offices.

The successful candidate in this role will be responsible for the day-to-day function of the ANOs' offices. Working together as a team he/she will also provide overall support to the administrative and operational functions of the VUAH administration offices. He/she will represent the offices of the ANO in a professional manner, interacting daily with Vanderbilt University Medical Center leadership, departmental customers, and administrative professional peers.

The person in this role is expected to handle sensitive and confidential information with utmost discretion. This position involves a high degree of flexibility and initiative, requiring the ability to work proactively, both independently and as part of a team. This position requires the confidence and competence to make independent decision on matters of significance free from immediate direction. The person in this role is joining a team whose foundation is based upon the VUMC Credo and Behaviors and will be expected to adopt and follow these values as he/she executes the responsibilities of this role.

KEY RESPONSIBILITIES:

Supervise, manage, and direct the administrative and operational activities of the Associate Nursing Officers which include, but are not limited to:

• Perform advanced, diversified, and confidential administrative duties requiring broad and comprehensive experience, outstanding interpersonal skills and independent judgment based upon experience.
• Manage correspondence and communication (verbal, written, and e-mail) using independent judgment, and requiring a high degree of confidentiality, discretion, and professionalism.
• Provide high-level, pro-active support for executive and other key meetings, including scheduling, meeting package preparations, material and agenda content tracking, attending meetings and taking minutes and/or notes, tracking action items and decisions made, and generating all necessary follow-up correspondence to ensure work is completed as appropriate to support related meeting business, projects and/or phases of associated projects, and to prep for subsequent meetings
• Provide complex calendar management, exercising discretion and judgment to analyze and appropriately prioritize complicated and challenging calendars
• Develop, execute, and manage a plan for coordinating events, retreats and site visits as needed, including timeline development, action items, budget planning and reconciliation, logistics, agenda planning and catering
• Responsible for defined parts of projects or phases of larger projects in support of VUAH and segment-wide initiatives
• Working together with the VUAH administration administrative support team to ensure the successful administrative function of the VUAH administration offices overall
• Provide assistance and back-up coverage to the VUAH President, CNO and COO
• Resolve routine and complex inquiries from inception to resolution, including those regarding highly confidential matters and urgent/emergent operations issues, in a timely and efficient manner
• Screens/triages telephone calls and visitors
• Human resources: coordinate the annual performance evaluation processes for ANO's direct reports and provide departmental back-up for timekeeping and payroll functions.
• Coordinates all aspects of business travel itineraries and arrangements as business necessitates.
• Provide and coordinate information and materials for upcoming presentations and/or analysis.
• Assists with designing, editing, and reviewing presentation materials for content, grammatical, and/or presentation style correction, ensuring that deadlines are met, and all materials required are correct and assembled
• Accesses, understands, and appropriately utilizes VUAH proprietary database/software systems (Concur, ePAC, eProcurement, Kronos, etc.)
• Reconcile P-Card charges, travel and other expense reports.
• Other responsibilities and/or projects as assigned.

Preferred Knowledge, Skills and Experience:

• Bachelor's degree or an equivalent combination of education and/or experience with at least three years of high-level administrative office experience supporting high-level leaders and initiatives, including those with large scope, timelines, and budgets
• A high degree of professional interpersonal skills with the ability to connect well with others
• Exceptional customer service skills demonstrated by a consistent professional demeanor
• Exemplary attention to detail with strong proofreading and grammar skills
• Experience working within VUMC
• Demonstrated ability to work independently, showing sound judgment based upon experience, as well as the capability to work as part of a diverse team in a professional and collaborative manner
• Ability to analyze, compare, and evaluate various courses of action, and make independent decisions on matters of significance free from immediate direction
• High-level, pro-active support for executive and other key meetings
• Experience with project coordination and support
• Must be able to analyze, manage and appropriately prioritize scheduling for extremely busy, high-level calendars
• Ability to assess competing priorities, manage workflow, and meet operational deadlines
• The skill to handle confidential materials and situations with professionalism, sensitivity, and discretion
• Excellent written skills
• Demonstrated strong Microsoft Office (Outlook, Word, PowerPoint, Excel, Visio) skills
• Knowledge, familiarity, and utilization of a broad range of VUMC proprietary applications such as Concur, ePAC, eProcurement, Kronos, etc.
• Must be flexible, resourceful, and work well under pressure

TECHNICAL CAPABILITIES:

CLERICAL/ADMINISTRATIVE (INTERMEDIATE): - 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

AD HOC REPORTING (INTERMEDIATE): - The ability to access information from databases and prepare reports

DATA ANALYSIS (INTERMEDIATE): - The ability to analyze data in an accurate manner

FINANCIAL PROCESSES (NOVICE): - Ability to monitor costs, expenses and revenue as well as the ability to manage those costs and expenses in relation to budgeted amounts

HUMAN RESOURCES POLICIES AND PROCEDURES (FUNDAMENTAL AWARENESS): - Knowledge, adherence and application of human resources policies and procedures

CORE ACCOUNTABILITIES:

• Organizational Impact: Delivers job responsibilities that impact own job area/team with some guidance
• Problem Solving/ Complexity of work: Uses existing procedures, research and analysis to solve standard job related problems that may require some judgement
• Breadth of Knowledge: Requires subject matter knowledge within a professional area to meet job requirements
• Team Interaction: Individually contributes to project/ work teams

CORE CAPABILITIES:

SUPPORTING COLLEAGUES (P1):

• Develops Self and Others: Continuously improves own skills by identifying development opportunities
• Builds and Maintains Relationships: Seeks to understand colleagues' priorities, working styles and develops relationships across areas
• Communicates Effectively: Openly shares information with others and communicates in a clear and courteous manner

DELIVERING EXCELLENT SERVICES (P1):

• Serves Others with Compassion: Invests time to understand the problems, needs of others and how to provide excellent service
• Solves Complex Problems: Seeks to understand issues, solves routine problems, and raises proper concerns to supervisors in a timely manner
• Offers Meaningful Advice and Support: Listens carefully to understand the issues and provides accurate information and support

ENSURING HIGH QUALITY (P1):

• Performs Excellent Work: Checks work quality before delivery and asks relevant questions to meet quality standards
• Ensures Continuous Improvement: Shows eagerness to learn new knowledge, technologies, tools or systems and displays willingness to go above and beyond
• Fulfills Safety and Regulatory Requirements: Demonstrates basic knowledge of conditions that affect safety and reports unsafe conditions to the appropriate person or department

MANAGING RESOURCES EFFECTIVELY (P1):

• Demonstrates Accountability: Takes responsibility for completing assigned activities and thinks beyond standard approaches to provide high-quality work/service
• Stewards Organizational Resources: Displays understanding of how personal actions will impact departmental resources
• Makes Data Driven Decisions: Uses accurate information and good decision making to consistently achieve results on time and without error

FOSTERING INNOVATION (P1):

• Generates New Ideas: Willingly proposes/accepts ideas or initiatives that will impact day-to-day operations by offering suggestions to enhance them
• Applies Technology: Absorbs new technology quickly; understands when to utilize the appropriate tools and procedures to ensure proper course of action
• Adapts to Change: Embraces change by keeping an open mind to changing plans and incorporates change instructions into own area of work