Administrative Assistant

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:

Plant Operations

Job Summary:

Reports to Facilities/Plant Operations Director, Under General supervision, provides general administrative support for the department. The Administrative Assistant 1 performs a variety of administrative duties and secretarial support for staff and management. May perform more complex assignments such as designing spreadsheets and maintaining databases.

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Provide administrative support by performing a variety if duties such as preparing documents, reports, and presentations. Compiles data for reports as requested. provide general secretarial support such as typing, copying, faxing, and ability to utilize multiple software platforms etc.

Collects, Compiles, and analyzes moderately complex data and information. Create spreadsheets and maintain database files as requested. User of the Computerized Maintenance management Software (CMMS). Issuing work orders, closing work orders, and producing reports as requested. Provide excellent customer service, service recovery, conflict resolution, and customer support. In person, and/or via telephone and computer email using professional business language, a positive attitude, and effective listening techniques. Maintains files. Schedule and maintain calendar of appointments for director and make travel arrangements for staff as necessary. Performs accurate timekeeping for assigned cost center(s). tracking exceptions and generating reports as requested. All other duties as assigned within the scope and range of job responsibilities.

Minimum Education and Experience

Minimum

Preferred

Education:

Highschool Diploma, GED, or Equivalent certification.

Associate degree in Secretarial Science or Office Technology.

Experience:

2 years of office clerical experience in customer support.

4 years of office clerical experience in healthcare, facilities management, or plant operations customer support.

Compliance Software Knowledge

Proficient computer skills in Word, Excell and PowerPoint Typing 40 WPM

Software use experience with Kronos, TEAMS, and Workday.

Licensure/Certification

None

Special Knowledge, Skills, and/or Abilities

• Commitment to and performs services within, the VUMC Credo behavior code of conduct.
• Ability to multi-task
• Excellent organizational skills
• Ability to work independently, exercise good judgment.
• Possess basic reasoning skills.
• Ability to prioritize.
• Excellent written and verbal communication skills.
• Must be proficient in reading, writing, and speaking English.

Environmental and Physical requirements

Physical requirements

Occasional (1-33%): standing, walking, bending, kneeling, reaching, lifting, carrying.

Frequent (34-68%): N/A

Constant 67-100%): Sitting

Essential functions: Sitting

Tasks not required: crawling, climbing, gripping, pushing, pulling.

Required personal protective equipment: n/a

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: Performs tasks that are typically routine that may impact team's performance with occasional guidance. * Problem Solving/ Complexity of work: Utilizes some discretion and research to solve routine problems. * Breadth of Knowledge: Applies