Lead 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:

Cancer PCC Admin

Job Summary:

JOB SUMMARY
Serves as a primary resource for daily operations and provides administrative and business support to complex area(s), independently. Serves as a liaison with internal/external groups.

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KEY RESPONSIBILITIES
• Performs key administrative functions which may include serving as representative of the organizational area.
• Proactively facilitates and manages administrative functions.
• Supports and coordinates area initiatives.
• Compiles data, analyzes information and summarizes findings in support of an area.
• The responsibilities listed are a general overview of the position and additional duties may be assigned.

• Serves as a primary resource for daily operations and provides administrative and business support to complex area(s), independently. Serves as a liaison with internal/external groups.
• Serve as lead for all other Administrative Support staff in the Cancer PCC by providing expertise and guidance as needed.
• Position will primarily support Cancer PCC Executive Medical Director, Associate Operating Officer, Associate Nursing Officer, and Director of Advanced Practice.

TECHNICAL CAPABILITIES

KEY RESPONSIBILITIES

• Performs key administrative functions which may include serving as representative of the organizational area. Proactively facilitates and manages administrative functions.
  • Administrative functions include, but are not limited to:
    • Outlook: scheduling and calendar management
    • Microsoft Teams: creating & managing teams, screen sharing, meeting recording, maintaining task/worklist in Teams for active, pending, and completed items
    • Powerpoint: creating new content, updating old content, managing existing content
    • Excel: basic functions & formatting
    • REDCap: basic survey building, QR code distribution, exporting data
    • Tableau: managing list of key tableaus for the PCC leadership team; exporting and/or snipping key information for presentations
    • Kronos: basic functionality, pay codes, reconciliation of compensation discrepancies, historical edits
    • Meeting Management: calendar invite, attendee list, agenda, meeting minutes, collate & screen share presentation materials for all departmental and/or requested meetings  
    • Equipment ordering (computers, phones, keyboards, headsets, virtual pagers, furniture, cameras, call lights)
    • PCC listserv management: Adding new PCC employees to the listserv
    • Conference rooms: scheduling via intranet, proficient with various conference AV equipment
    • Maintain list of all VICC clinic locations and respective managers/directors for each location
    • Maintain list of key contacts internal to PCC, larger VICC, & institutional
    • Mail and package delivery management
    • Travel arrangements for PCC leadership
• Performs key functions within Workday.
  • Functions include, but are not limited to:
    • Pcard expense reports
    • Personnel file maintenance
    • Creation of Purchase Orders
    • Journal adjustments/ledger detail report
    • Troubleshooting invoices and POs
    • Locating supply requisitions
    • Payroll adjustments
• Supports Advanced Practice Provider population reporting through the PCC.
  • Support includes, but is not limited to:
    • Faculty to staff transitions (job code changes, compensation adjustments, coordinate with Hem/Onc for appointment letters)
    • Incentive plan tracking, payments in Workday, email notifications
    • Billing applications
    • Credentialing applications
    • Maternity leave questions and guidance
    • FMLA instructions and links to apply in Workday
    • Recruiting interviews and onsite visits
    • Offer letters to n