Administrative Supervisor, Comprehensive Care Clinic

Requisition Number 2111243

Your Role:

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

This person serves as the supervisor to a 3-member front desk team (Associate Patient Services Specialists) and a 2-member referrals team (Patient Care Program Coordinators). The Supervisor is essential for ensuring smooth front and back-end processes to help patients access the care they need. In this capacity, the Supervisor collaborates on the management of the clinic with the Director, Medical Director, Charge Nurse, Social Work Team Lead, and the Business Process Manager.

The primary responsibilities of the Vanderbilt Comprehensive Care Center (VCCC) Supervisor include:

• Customer Service - create an environment where patients and colleagues feel welcomed and cherished; respond to patient concerns and link them to appropriate follow-up
• Patient Scheduling - oversee management of provider schedules; serve as the liaison to Patient Access Services
• Revenue Cycle - ensure patients have a form of payment and work to help them understand their financial obligations; ensure systems are in place to process payments; serve as a liaison to the Revenue Cycle Department
• Staff Management - demonstrate VUMC credo; supervise front desk and referrals teams; provide training and development
• General Management - serve as a point of contact for coworkers and visitors; serve with and back up other clinic managers; provide supportive services like facilities management, seeking medical records, managing calendars, mail, and patient financial cards.

This position is based at the One Hundred Oaks complex of Vanderbilt Health.

We are seeking hard workers who have a heart for caring for patients, who have the ability to work in a fast-paced environment and enjoy a collaborative team-based work setting.

Department Summary:

The Vanderbilt Comprehensive Care Clinic (VCCC), a nationally-recognized HIV Center of Excellence and a certified Primary Care Medical Home, is located at Vanderbilt Health's One Hundred Oaks campus in Nashville, Tennessee. The VCCC provides care for more than 3,700 active outpatients living with HIV from Tennessee and adjacent states. The VCCC has on-site psychiatric, adherence counseling, social work, and nutrition services. Patients with HIV/AIDS receive quality, comprehensive HIV care, regardless of their ability to pay.

Shift Hours:

Monday - Friday 8:00 a.m. - 5:00 p.m.

View how Vanderbilt Health employees celebrate the difference they make every day:

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. It is a place 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.

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.

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.

OPERATIONS PLANNING (NOVICE): - Anticipates resource needs to meet objectives and implements appropriate processes.

PEOPLE MANAGEMENT (NOVICE): - Interacting, communicating, building relationships and developing employees.

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

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.

CORE ACCOUNTABILITIES:

• Organizational Impact: Plans and sets day to day objectives for the team that have a direct effect on the results of the department or area that the job is in.
• Problem Solving/ Complexity of work: Resolves technical and operational problems within provided guidelines.
• Breadth of Knowledge: Applies advanced subject matter knowledge within a specific technical area and basic management knowledge to support the team.
• Team Interaction: Leads/supervises a unit within a department or a small department. Typically without budget or hire/fire authority. Role is typically a 'working' supervisor.

CORE CAPABILITIES:

SUPPORTING COLLEAGUES (M1):

• - Develops Self and Others: Invests time, energy and enthusiasm in developing self/others to help improve performance 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 (M1):

• - 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 (M1):

• - 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 (M1):

• - 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 (M1):

• - 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.