Administrative Supervisor - GI Scheduling and Assessment

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:

GI Administration

Job Summary:

JOB SUMMARY
Supervises a team of administrative professionals. Assists in budget, payroll and/or administrative functions.

The administrative supervisor oversees all the administrative staff which includes approximately 17 surgery schedulers and 1 administrative assistant. The administrative supervisor reports to the assistant nurse manager.


The administrative supervisor will partner with the Assistant Nurse Manager (ANM) of scheduling and assessment to hire and train new surgery schedulers. The administrative supervisor will be responsible for holding daily huddles and weekly meetings with the surgery schedulers. The administrative supervisor will monitor the surgery schedulers productivity. They will report any discrepancies to the ANM. The administrative supervisor will participate in leadership discussion on ways to improve the job roles of the surgery schedulers. The administrative supervisor will manage e-mails from insurance management along with the ANM. The administrative supervisor will handle pre-determinations and insurance authorizations for out of network insurance.

Department Summary:
Vanderbilt General Gastroenterology cares for people with chronic digestive problems. We diagnose even complicated illnesses and help you improve your quality of life. Depending on your needs, we can refer you to one of our specialty clinics.

U.S. News & World Report ranks Vanderbilt General Gastroenterology among the top programs in the nation.

Our specialists have exceptional knowledge of many challenging illnesses, including esophageal motility problems, gastroesophageal reflux disease and familial cancer syndromes.

Hours:
This position is Monday - Friday; DAYS. No holidays, no weekends.

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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 instruction