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 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.

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:

5 years

Education:

Bachelor's

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.