Sr. Administrative Assistant, Clinical - (Hybrid/Remote)

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. Vanderbilt Health is committed to an environment where everyone has the chance to thrive and where your uniqueness 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:

Plastic Surgery

Job Summary:

We are seeking a detail-oriented and highly organized Senior Administrative Assistant to join our dynamic team of five skilled support professionals. In this pivotal role, you will provide essential administrative support to ensure seamless operations for a team of 25 providers and 17 Advanced Practice Providers (APPs).

DUTIES/TASKS:

• Effectively manage calendars, appointments, and schedules for multiple stakeholders.
• Coordinate and book travel arrangements, ensuring efficiency and accuracy.
• Prepare, process, and track expense reports in a timely and precise manner.
• Collaborate with scheduling teams to optimize time management and availability.
• Maintain and update credentials for providers and APPs, ensuring compliance with organizational and regulatory requirements.
• Serve as a backup to the Program Manager, assisting with the preparation of reports, data analysis, and various administrative tasks.
• Perform additional administrative duties as needed to support the team’s success.

QUALIFICATIONS:

• Proven experience in a senior administrative or executive assistant role, preferably in a fast-paced, healthcare or professional services environment.
• Exceptional organizational and time-management skills, with the ability to prioritize and multitask effectively.
• Strong attention to detail and a proactive approach to problem-solving.
• Excellent communication and interpersonal skills, with the ability to collaborate across teams and levels.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and familiarity with scheduling and expense reporting tools.

REQUIREMENTS:
• High School Diploma or GED; Bachelor’s Degree is a plus
• 4 years of relevant work experience, ideally in a healthcare setting

You will work Monday-Friday, traditional, daytime business hours with flexibility (7-4, 8-5, etc.) and will work a hybrid remote schedule. Three days will be in our office located at VUMC Medical Center, North Tower; 2 days may be remote with again, flexibility on the remote days.

This is a unique opportunity to be an integral part of a high-performing team, ensuring the smooth operation of critical administrative functions. If you thrive in a collaborative environment and have a passion for supporting others, we invite you to apply.

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DEPARTMENT SUMMARY:

Welcome to Vanderbilt's Department of Plastic Surgery, which is one of eight departments of the Section of Surgical Sciences. Plastic surgery was originally one of several specialties under the original Vanderbilt Department of Surgery in 1925. Today our Department is a vital service of Vanderbilt University Medical Center. VUMC is nationally recognized as a top 100 hospital and is consistently ranked by U.S. News & World Report. For more information, please visit https://www.vumc.org/plasticsurgdept/welcome.

KEY RESPONSIBILITIES
• Performs a variety of administrative support which may include, but not limited to, scheduling, booking travel and budget reconciliation.
• Ensures data/records are created and maintained to document financial, planning, correspondence, procedures, processes and other information.
• Compiles data, analyzes information and summarizes findings in support of an area.
• Prepares reports and other documentation as requested.
• The responsibilities listed are a general overview of the position and additional duties may be assigned.

TECHNICAL CAPABILITIES
• Human Resources Policies and Procedures (Fundamental Awareness): Knowledge, adherence and application of human resources policies and procedures.
• Ad Hoc Reporting (Intermediate): The ability to access information from databases and prepare reports.
• Financial Processes (Novice): Ability to monitor costs, expenses and revenue as well as the ability to manage those costs and expense