Administrative Officer

Nashville, Tennessee, 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: VIP MS Practice Administration Job Summary: JOB SUMMARY The Administrative Officer assists the Practice Administrator in achieving goals by coordinating fiscal and human resource activities including participating in setting compliance goals, and proficient use of the practice management system. Provides staff training on the practice management system. Supports a high level of employee morale. Has vision for the practice and works towards the goals of the company.

Supports all providers and staff to ensure company success. . KEY RESPONSIBILITIES
* Support Practice Administrator and other departments in an administrative role to support quality patient care and excellent customer service
* Resolve problems directly, or in consultation with Practice Administrator on HR issues, facilities, Compliance, and any other concerns
* Attend and participate in Committee meetings. Keep minutes of the meetings to distribute to the members
* Provide Human Resource support, in consultation with VIP HR team, to managers with hiring personnel, background checks, and disciplinary actions
* Manage payroll system working with Cowan Benefits to provide a stable and reliable system for employees
* Train managers and employees on changes in payroll system
* Keep employee records always organized and up to date, in conjunction with the office managers.
* Provide assistance to managers during disciplinary process consulting with VIP HR resource and Practice Administrator
* Assist Practice Administrator with annual budgets
* Assists Billing Manager in monitoring payer activities and fee schedules to ensure proper payments
* Back up Practice Administrator in approving invoices for payment
* Check signing for accounts payable
* Develop and interpret departmental policies and procedures for clerical staff
* Perform quality assurance checks on Practice Management Policies
* Works closely with the Vanderbilt Privacy Office to develop policies and training for all VIP MidSouth providers and staff.
* Develop annual training in compliance with regulatory requirements
* Support clinics and staff regarding questions or concerns about privacy
* Address all patient privacy complaints or concerns
* Develop new hire training on all regulatory requirements, policy and procedures, and other materials necessary for a successful career at VIP MidSouth.
* Ensure training is completed within 10 days of employment and given to HR for personnel records
* Read assigned materials and participate in group discussions at manager’s meetings.
* Set development goals each year and present them as part of your professional development
* All other duties as assigned. TECHNICAL CAPABILITIES 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 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

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