Communications Manager, VUPD
About The Work Unit
Vanderbilt University Public Safety comes under the charge of the Office of the Associate Vice Chancellor / Chief of Police for the Division of Administration. The Public Safety Department includes a staff of over 200 people. The department is organized into three Divisions: Administration, Operations, and Auxiliary Services. The Department employs commissioned officers, non-academy-trained officers for security-related functions, and administrative personnel.
Key Functions And Expected Performance
Administrative Services: Manages the Communications Unit; directly supervises communications specialists. Ensures the highest level of satisfaction and retention by implementing measures for quality control, productivity and efficiency. Observes and documents the work product of each communications specialist, provides correction and training where needed, and administers Performance Improvement Counseling, if necessary. Ensures policies and procedures are being followed. Completes Performance Evaluations for communications specialists. Schedules holiday, vacation, and personal time. Monitors, documents, and takes necessary action when attendance standards are not met. Investigates complaints/allegations of employee misconduct and documents findings; makes recommendations to management when disciplinary action is warranted. Conducts periodic audits for quality assurance, including radio and phone traffic, direct observation, recorded media, CAD entries, and data entry to ensure accuracy, completeness, and timely submissions. Issue a quality control memorandum to affected personnel to correct errors. Represents VPD as the Terminal Agency Coordinator (TAC) for the Tennessee Information Enforcement System (TIES). Responsible for attending TIES (Tennessee Information Enforcement System) training sessions; provides training for department personnel on the use of TIES; ensures department compliance with all requirements mandated by TIES. Develops policies and procedures for the Communications Unit. Maintains knowledge, skills and abilities in order to provide back-up for Manager, Records Unit. Will coordinate with the Manager, Records Unit to provide coverage during extended periods of absence.
Support Services: Manages the maintenance and upkeep of communications equipment including the consoles and other related equipment, supplies and resources utilized by Communications personnel.
Training: Ensures the training of communications specialists and other police officers utilized as relief on key functions of job including Computer Aided Dispatch, NCIC/TCIC/TIES, and Severe Weather Alert System. Trains and certifies communications personnel as public safety dispatchers and NCIC Query operators.
Community Services: Serves the community through proactive and self-initiated activities related to the position. Assists community members as necessary.
Supervisory Relationships
This position does have supervisory responsibility over the Communications Department; this position reports administratively and functionally to the Chief of Staff.
Education And Certifications
Bachelor’s Degree from an accredited institution of higher education preferred. The degree may be substituted for relevant, progressive dispatch experience on a year-for-year basis.
Possession of a Computer Aided Dispatch (CAD), National Crime Information Center (NCIC), Tennessee Information Enforcement System (TIES) and Enhanced 911 training and certification is required.
Experience And Skills
8 years of related experience in a public safety agency with at least (1) year of management experience is required.
Knowledge of Federal, State, Local and other regulatory boards and requirements governing radio and electronic transmission necessary.
Thorough knowledge of the operation and maintenance requirements of radio, computer, alarm, and other systems commonly found in communications is necessary.
Key Characteristics of a Successful Team Member in this Work Unit
Excellent management and team-building skills.
Ability to remain calm and objective throughout stressful and unpleasant situations.
Demonstrate the ability to manage, coordinate, and direct the activities of administrative and support personnel.
Have current knowledge of industry best practices and develop new and innovative ways to enhance Accountability.
General Characteristics of a Successful Vanderbilt University Staff Member
Owns decisions, outcomes, work products, etc. that are within the scope of one’s role.
Works through Issues – Recognizes that the work is about successful outcomes; if things aren’t going well, outcomes suffer; is willing to have crucial conversations if things aren’t going well; doesn’t just complain to management… does everything possible to remedy the situation directly first.
Reliable – Does what they say they will do, when they say they will do it; shows up for work when expected; doesn’t push the burden of work volume or deadlines to others.
Integrity – Holds oneself accountable; takes responsibility for failures as well as successes, recognizes that trust is required to hold a team together.
Acceptance of Feedback – Takes constructive criticism with grace, and makes improvements without taking it personally or holding grudges; when wrong, owns it – freely admits mistakes.
Helpful Nature – Offers to help lighten the load for others in times of need; volunteers rather than waiting to be asked; understands that almost no one works in a silo and needs the help of others to do their job well; recognizes that by helping others first, others will likely reciprocate.
Optimism – Is friendly, tirelessly cordial, polite, and genial; comes in to work with a good attitude and doesn’t bring their own personal “little black clouds” into the work environment.
Teamwork – Genuinely values teamwork and co-workers, makes them feel valuable and important by acknowledging what they do well; doesn’t expect from others effort that one is unwilling to do themselves, finds ways to acknowledge others’ strong suits.
Additional Characteristics of a Successful Vanderbilt University Leader
Owes decisions, outcomes, work products, etc. that are within the scope of one’s role.
Holds everyone in the workgroup accountable for accomplishing the outcomes of the unit.
Lets the buck stop with them; owns the outcomes for the work unit and doesn’t throw subordinates under the bus if things go wrong.
Pitches in to help the team when it really needs help.
Communicates early and often, even as information is evolving.
Is willing to learn from their direct reports. Welcomes inquiry and recognizes mistakes as learning opportunities.
Looks for insights, assesses risks.
Coaches, develops, and builds trust with team members.
Addresses problems among the workgroup when they arise, rather than tending to them later.