Manager - Tennessee Poison Center

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:

Poison Center Team

Job Summary:

Coordinate, monitor, and evaluate the operation of a unit of the Tennessee Poison Center.

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Position Highlights

• Budget Creator for the Tennessee Poison Center’s $2.2 million annual budget.  Responsible for researching past and forecasting future revenues, expenses and employee FTE’s.  Working closely with Pharmacy Administration in reducing and adding expenses where necessary.  Allocating all salary and fringe for the TPC’s employees to best utilize forecasted revenues.  Present the final budget to the Medical Director of the TPC and Pharmacy Administration for approval.  Meeting all deadlines as they pertain to the VUMC budget process.

• Monitor revenue and expenses (including salary and fringe allocation for all employees of the TPC) in several cost centers/work tags, which include a general budget cost center, two state grant cost centers, one federal grant cost center and four restricted cost centers. Make adjustment throughout the year to ensure that these cost centers are zeroed at the end of the fiscal year. Ensure that all fiscal responsibilities are met in our state and federally funded cost centers

• Research and provide explanation and documentation for all financial transactions in question for annual state audit. Work closely with the Department of Finance to close necessary cost centers at the end of the fiscal year. Prepare requests for new cost center numbers, prepare and submit the budget and the budget justification. Work with Medical Director of the TPC to ensure internal salary equity within the department and make changes where necessary.

• Review the wording of grants and contracts (especially the state contracts), obtain necessary signatures, and monitor the routing until fully executed. Work with Department of Finance on the invoicing of such contracts.

• Review all federal and state grants to ensure fiscal requirements are met.  Submit reports stating all charges are allowable, allocable, reasonable, consistent, and documented.

• Work closely with the Office of Contracts Management to finalize contracts to be sent to all hospitals in TN. Mail over eighty contracts to these hospitals, obtain appropriate signature and monitor the routing until fully executed. Prepare all invoices to the individual hospitals and make and monitor all deposits resulting in the contract and invoice.

• Help all employees become and remain compliant with the company’s standards. Ensure appropriate annual increases are applied as evidence by evaluation. Approve all time for non-exempt employees (adjust clock ins and outs when necessary). Be present at all meetings with employees with performance issues, help with a plan to improve and move forward. Purchasing and managing computers and ACD logon codes for new hires.

• Ordering office supplies, handling all Plant Service work orders for building issues. Answer main phone line and check for messages several times a day when not in office. Super User of Workday.

• Work closely with the Medical Director as needed for the operations of the Poison Center. Other duties as assigned.

• Hours are primarily Monday - Friday 8:00am - 5:00pm. Occasional weekend and evening hours if needed.

• 3 years of experience is required.

Key Responsibilities

• Develop work goals for the unit/area consistent with institutional and departmental goals and policy.
• Plan to achieve goals or establish priorities.
• Initiate changes or develop new policies, procedures and/or methods.
• Help unit to understand, share, and support the vision.
• Ensure the most effective operation of the unit/area through program development, process improvement and coordination of processes across functions.
• Monitor and coordinate programs and actions.
• Supervise a unit/area with responsibility for planning, coordinating and controlling the work and procedures.
• Coordinate the activities of one or more functions to effect unity of operation.
• Adjust work schedules or project priorities to meet emergencies or changing condition.
• Provide information to others (oral or written) to explain/clarify problems or issues or requests; meet with other professional/technical personnel to determine causes of a specific problem.
• Participate in periodic management meetings to keep top management informed of problems and concerns.
• Define and achieve financial targets for the unit/area, consistent with the departmental financial plan.
• Plan and communicate budget calendar and process.
• Aid in the implementation, interpretation and presentation of annual wage and salary plan to staff.
• Supply precise information by center and account line regarding anticipated expenses for budget preparation including, but not limited to, detailed salary and fringe benefit information for faculty, staff and students (as applicable), estimated endowment revenue for all scholarship centers and provide guidance for estimated unrestricted scholarship need.
• Frequently prepare ad hoc financial and budget reports.
• Prepare for and attend monthly financial statement meetings along with director/ administrator. Closely monitor revenues and expenditures for all salary expenditures in all centers for the entire unit/area/department.
• Report findings that occur as part of the analysis process and incidental discoveries to the director/administrator.
• Exercise judgment and prepare supporting or correcting documentation as deemed appropriate.
• Exceed defined service standards for the unit/area.
• Ensure that the service standards established for the unit/area are met or exceeded.
• Monitor performance against service standards.
• Use patient/customer satisfaction data to improve systems, processes, and outcomes.
• Ensure a safe, satisfying and enriching environment for employees and provides a qualified, competent staff.
• Provide qualified competent staff by tracking projected staffing needs against qualification and competencies of current staff to identify any deficiencies to improve staffing levels.
• Define the qualifications and performance expectations for all staff positions through the Performance Development system, including department specific job descriptions, measurable performance standards.
• Ensure that staff qualifications are consistent with job responsibilities. Verify for each employee or contracted personnel that, where relevant, education and training are consistent with applicable legal and regulatory requirements and hospital policy, that the individual is licensed, certified or registered, and that the individual's knowledge and experience are appropriate for the job assignment.
• Create an environment that encourages and supports self-development and learning for all staff through regular feedback, by assuring the development of staff through orientation, training programs, work experiences and assessing competencies by meeting the performance expectations stated in his or her job description in a timely manner (normally annually).
• Monitor quality assurance standards, programs and procedures within the unit/area.
• Ensure that defined quality standards are met within area of responsibility.

 

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 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.