Administrative Manager (Team Firefly) | FT – Days | Vanderbilt, One Hundred Oaks

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 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 is committed to an environment where everyone has the chance to thrive and where your uniqueness 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:

Team Firefly

Job Summary:

This role supports operational initiatives by managing projects, supervising staff performance, and ensuring efficient processes. Responsibilities include overseeing daily operations, guiding employees, maintaining compliance, contributing to budget preparation, and performing advanced administrative tasks. The position requires skills in leadership, people management, planning, quality oversight, and achieving business results.

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

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DEPARTMENT SUMMARY:

• Firefly is an outpatient clinical program that provides comprehensive, multi-disciplinary care to pregnant and postpartum women with substance use disorder. The program is housed in the Center for Women’s Health, an OB/GYN clinic at Vanderbilt Health One Hundred Oaks in Nashville. Offering services including prenatal and postpartum care, social work and peer recovery support, lactation and pediatric services, collaborative mental health care, intensive outpatient programming, group therapy, and health-related social needs support including transportation, clothing, food, and diapers, Firefly seeks to support women in recovery and their families through wholistic, trauma-informed care. The Administrative Manager will supervise Firefly’s clinical team (social workers, peer recovery specialists, etc) and manage day-to-day clinic operations, including developing SOPs, coordinating schedules, addressing HR needs, leading meetings, troubleshooting process challenges, co-leading quality improvement efforts, and working with Firefly’s leadership team to manage, facilitate and support the clinic and staff to best serve women and families affected by substance use disorder. 

POSITION DETAILS:

• Bachelor’s / Master’s Degree (STRONGLY PREFERRED)

• 5 years relevant experience required; leadership experience (STRONGLY PREFERRED)

SHIFT/SCHEDULE:

• M-F | 40 hours/week | 8:00 AM - 4:30 PM

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:

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

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

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

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

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

• Leadership (Intermediate): 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 measurable outcomes.

• Clerical/Administrative (Advanced): Clerical/Administration is a skill which includes most clerical and administrative functions typically carried out by s