• Job Description

  Req#: 10004626

  The Administrative Manager is an essential member of the VUSM Office of Health Sciences Core operations team. The position encompasses key roles related to central operations for the ten VUSM degree programs other than the MD (masters and doctoral degrees). The Administrative Manager manages processes that ensure accurate and current information is published in in VUSM outlets (Catalog, program handbooks, and program websites). The Administrative Manager also provides key administrative support for the Associate Dean for Health Sciences Education and is human resources supervisor for degree program staff. The Administrative Manager reports functionally and administratively to the Associate Dean for Health Sciences Education. This position has supervisory responsibilities.

  Duties and Responsibilities:

  OTMD Core Operations Management (35%)

  • Student tuition assistance
    • Reviews Graduate Award Forms submitted by programs.
    • Collaborates with affiliated VUMC departments.
    • Maintains Ed Assist late-fee deferral workflow and timeline.
  • Student Compliance
    • Oversees criminal background checks for incoming OTMD students.
    • Manages student compliance requirements and documentation.
    • Administers VUMC dual IDs and email addresses for OTMD students.
  • Student Affairs – Manages student organization relationships and oversees Honor Council elections.
  • Additional Areas
    • Supports the proposal, review and development of new degree and certificate programs and substantive changes to existing programs.
    • Ensures that physical spaces used by degree programs meet the program and institutional requirements.
    • Supports degree program leadership appointment process.
    • Engages in systems assessment opportunities (annual reviews, team meetings, etc.), implementing changes to improve OTMD Core and degree programs’ team effectiveness.

  Human Resources (25%)

  • Supervises professional degree program staff.
  • Performs HR duties such as hiring, feedback, scheduling, and managing staff resources.
  • Executes HR-related transactions and manages staff role provisioning for system access.

  VUSM Policies and Systems Management (15%)

  • Develops, implements, and continuously improves VUSM policy management system.
  • Administers PowerDMS user privileges, roles and tasks.
  • Reviews professional degree program policies for consistency and alignment.
  • Ensures proper policy management and dissemination.

  VUSM Catalog Revision/ Website and Handbook Audits (15%)

  • Manages annual content revisions and website updates.
  • Establishes and ensures adherence to production timelines.
  • Plans and manages content creation, review, and approval.
  • Maintains catalog website.
  • Reviews program websites and handbooks for necessary updates.

  Internal and External Program Reporting (5%)

  • Serves as point of contact for VU Office of the Provost for SACS, DOE, other external reporting.
  • Manages data collection and submission for surveys and reports.
  • Manages internal degree program review processes.

  Administrative Support for the Associate Dean (5%)

  • Communicates on behalf of ADHSE and OHSE Core.
  • Provides group meetings calendaring and support.
  • Plans, executes, and evaluates special events; makes occasional purchases.

  Supervisory Relationships

  This position has direct supervisory responsibility. This position reports administratively and functionally to the Associate Dean for Health Sciences Education.

  Qualifications

  • A bachelor’s degree from an accredited institution of higher education, or an equivalent combination of education and experience, is necessary. A master’s degree is preferred.
  • At least three years of experience in higher education or program administration are necessary and five years is preferred.
  • Excellent verbal and written communication skills are necessary.
  • Keen attention to detail is necessary.
  • Editing/proofreading experience is preferred.
  • Reflection on individual performance and continuous improvement mindset is necessary.
  • Ability to understand, develop and amend operations systems and workflows is necessary.
  • Handling confidential matters with discretion is necessary
  • Knowledge of Microsoft Office Suite is necessary.
  • Previous experience in financial management is preferred.
  • Previous experience supervising staff is preferred.

  Commitment to Equity, Diversity, and Inclusion

  At Vanderbilt University, we are intentional about and assume accountability for fostering advancement and respect for equity, diversity, and inclusion for all students, faculty, and staff. Our commitment to diversity makes us who we are. We have created a community that celebrates differences and lets individuality thrive. As part of this commitment, we actively value diversity in our workplace and learning environments as we seek to take advantage of the rich backgrounds and abilities of everyone. The diverse voices of Vanderbilt represent an invaluable resource for the University in its efforts to fulfill its mission and strive to be an example of excellence in higher education.

  Vanderbilt University is an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran, or any other characteristic protected by law.

  Please note, all candidates selected for an offer of employment are subject to pre-employment background checks, which may include but are not limited to, based on the role for which they have been selected: criminal history, education verification, social media review, motor vehicle records, credit history, and professional license verification.
  

• About the company

  Vanderbilt University is a private research university in Nashville, Tennessee.

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