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 diverse 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 recognizes that diversity is essential for excellence and innovation. We are committed to an inclusive environment where everyone has the chance to thrive and where your diversity of culture, thinking, learning, and leading 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. Vanderbilt’s mission is to advance health and wellness through preeminent programs in patient care, education, and research.

Organization:

Section of Surgical Sciences

Job Summary:

JOB SUMMARY

As the Administrative Officer this position will provide administrative leadership for the newly-formed Vanderbilt Center for Transplant Science (VCTS) within the Section of Surgical Sciences. The Administrative Officer is responsible for ensuring that the programmatic and financial objectives of the Center are achieved. This includes but is not limited to the general operations, human resources, financial and strategic operations.

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GENERAL OPERATIONS

• Financial management of Center activity (sponsored programs, operating budget, gifts, endowments)

• Hiring, training, and development of research staff and students

• Research administration (regulatory compliance, reporting to sponsor, milestone completion)

• Communications and Engagement

• Data management and data science

• Space planning operations

• Event planning and programmatic activities (Center educational series, visiting faculty, works in progress, training programs)

• Diversity, equity, and inclusion initiatives

S/he will provide administrative oversight and strategic direction for the VCTS’s signature initiatives, s/he will oversee pilot grants funded through these two initiatives and monitor study budgets. In collaboration with the VCTS Director, s/he will develop and release requests for proposals and guide the proposal review process for both programs.

The Administrative Officer will be responsible for building productive collaborative relationships within the VUMC community, inclusive of potential partners like patient advocacy groups, community organizations, governmental agencies, private foundations, and industry partners. He/she will help to ensure that VCTS activities and goals align with the overall pillar goals of VUMC.

S/he will work with the VUMC’s marketing to elevate the national profile of the VCTS. S/he will provide direction and guidance for the VCTS communications and engagement strategies including, but not limited to, the annual report, the VCTS website, social and traditional media, local community advocacy, and partnership with national advocacy organizations. S/he will also support efforts to engage with potential donors in partnership with VUMC Development.

As a member of the VCTS leadership team s/he will provide support for VCTS Advisory Board Meetings and other Center-wide events as needed. This position will report to Dr. Peter Reese, the VCTS’s Director. A minimum of seven years of progressively responsible managerial and leadership experience, preferably in an academic medicine environment, is required.

Given the recent creation of the VCTS, there will be opportunity to help shape the structure and operations of the center. The administrative officer will have the qualities of flexibility and creativity that will be hallmarks of defining the early goals and smooth functioning of the center. If interested, the administrative officer will have opportunities to contribute to the long-term strategic vision of the center by identifying growth opportunities and ensuring the center’s operational capabilities can scale with its expanding portfolio of activities.

Responsibilities/Duties include but not limited to:

• Oversee research operations, financial and grants management; ensure effective utilization of materials, staff and financial resources

• Partner with VCTS Director and Departmental Leadership to establish strategic priorities and implementation plans; provide leadership and execute operational tactics to ensure center initiatives are appropriate and accomplished in a timely manner

• Develop and enforce policies and procedures that ensure efficiency in research project management (such as hiring, supervising, and regularly meeting with research staff to manage performance and workload and troubleshoot issues related to the conduct of research)

• Implement tools and systems to allow for tracking of key operational metrics and institutional alignment to continuously improve workflows

• Hire, supervise, and regularly meet with research staff to manage performance and workload and troubleshoot issues related to the conduct of research

• Develop strategic direction and guide all activities of VCTS

• Build and strengthen relationships internally and externally to ensure appropriate collaboration and consensus on research initiatives

• Oversee communications and engagement initiatives including the VCTS website, traditional and social media, and community advocacy with the goal of raising that national profile of the Center

• Convene Internal and External Advisory Boards to discuss progress and strategic goals, set priorities, and report key programmatic and financial metrics

• Prepare materials for and meet with potential donors in collaboration with development and the Faculty Director

• Create an inclusive environment that drives innovation and reflects the diversity of the patients served, and build meaningful partnerships with diverse communities and patient advocacy groups to promote equity in research conduct and dissemination

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.

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. - 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.

Position Qualifications:

Responsibilities:

Certifications:

Work Experience:

Relevant Work Experience

Experience Level:

3 years

Education:

Bachelor's

Vanderbilt Health recognizes that diversity is essential for excellence and innovation. We are committed to an inclusive environment where everyone has the chance to thrive and to the principles of equal opportunity and affirmative action. EOE/AA/Women/Minority/Vets/Disabled