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:

Dermatology

Job Summary:

JOB SUMMARY
The Department of Dermatology's Research & Administration Manager will work with Principal Investigators, Faculty, and Department leadership to facilitate pre and post award workflows, manage research compliance and metric items, develop budgets for projection purposes, manage PI research portfolio information and documentation, provide administrative support as it relates to ordering, travel, and reimbursements.

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KEY RESPONSIBILITIES
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* Work directly with Department administration, faculty, principle investigators, and laboratory staff to support research and administrative needs of the Department.

* Track and monitor grant timelines, grant budgets, all pre and post award timelines and related activities.

* Liaison with Office of Sponsored Programs Pre-award on all grants being submitted within the Department to ensure clear communication and adherence to submission deadlines.

* Initiate contracts in PEER related to subawards, data use, VA IPA, data transfers and liaison between faculty and the office of contracts management.

* Collect materials and documentation required by VUMC Academic and Research Enterprise

* Manage all PI award management responsibilities, including expense reporting, invoicing, effort changes and certification, and subaward management.

* Account and budget for all Department research expenses through monthly tracking reports, summary reports, and projections as part of the Dept budget process.

* Maintain research and clinical trial information, expenses, and regulatory requirements in all VUMC systems, including PEER, iLab, Coeus, and Workday.

* Serve as Grant Manager and Grant Budget Specialist in Workday to approve requisitions, ensure budgets are inputted to allow for accurate reporting, and work alongside finance and the Office of sponsored programs to closeout projects.

* May be required to develop project reports, presentations, meeting minutes, agendas, abstracts, data reports, cost accounting reports, and other deliverables.

* Manage certain HR responsibilities and requests, oversee student workers, facilitate payroll processing, student and staff onboarding and training, facilitate immigration requests and paperwork.

* Works with multiple PIs and Clinicians to develop and maintain clinical and research database / registry

* Cross-coverage for general office and administrative functions. Set up and coordinate meetings, process reimbursements, general faculty support, answer and log phone calls, receive and coordinate mail, faxes, courier service, correspondence with clients, inter-office, vendors, sponsors, and other institutions / parties.

* Manage regular / special events onsite and offsite on an ongoing basis, providing promotional and logistical support as needed.

* The responsibilities listed are a general overview of the position and additional duties may be assigned.

TECHNICAL CAPABILITIES
* Program Management (Intermediate): Planning, organizing, and managing resources to bring about the successful completion of specific program goals and objectives.
* Financial Processes (Intermediate): Ability to monitor costs, expenses and revenue as well as the ability to manage those costs and expenses in relation to budgeted amounts.
* Process Improvement (Intermediate): Identifies, analyzes and improves upon existing business processes for optimization and to meet standards of quality.
* Peer Leadership (Intermediate): The ability to show leadership and influence people of equal rank in an effort to accomplish team goals.
* Networking (Intermediate): Build relationships through industry contacts, professional organizations and individuals.
* Quality Management (Intermediate): Developing a systematic process of checking to see whether a process or service is meeting specific requirements.

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: Executes job responsibilities with the understanding of how output would affect and impact other areas related to own job area/team with occasional guidance. Problem Solving/ Complexity of work: Analyzes moderately complex problems using technical experience and judgment. Breadth of Knowledge: Has expanded knowledge gained through experience within a professional area. Team Interaction: Provides informal guidance and support to team members.

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 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