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:

HR TempForce

Job Summary:

JOB SUMMARY
Provides administrative support of an area's activities with occasional guidance. Responds to customer needs by consulting with others as appropriate or by following established guidelines. Organizes flow of daily operations to ensures service priorities are met.

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KEY RESPONSIBILITIES

• Create and maintain Outlook Teams calendar events for department staff.
• Keep and distribute meeting minutes.
• Ensure all PowerPoint presentations are appropriately functional for presentations prior to meeting.
• Keep attendance logs for yearly calendar.
• Schedule annual review, goals, and mid-year review meeting for department staff.
• Coordinate with Medical Director regarding new hires within My Workday system.
• Schedule interviews and create training schedules.
• Enter licenses/certification for new staff.
• Arrange travel, lodging for staff.
• Send reminder emails for schedule requirements prior to deadline.
• Enter PTO and off days into master Excel schedule.
• Coordinate absence requests and shift-switching permissions.
• Publish final schedule to all department staff.
• Coordinate with Medical Director regarding any discrepancies and policy violations.
• Maintain contact information for department staff.
• Coordinate and create lecture schedule.
• Email schedules to department staff.
• Ensure appropriate access and permissions to share drives.
• Arrange for appropriate parking permits.
• Other duties as assigned.

TECHNICAL CAPABILITIES
• Human Resources Policies and Procedures (Fundamental Awareness): Knowledge, adherence and application of human resources policies and procedures.
• Clerical/Administrative (Novice): Clerical/Administration is a skill which includes most clerical and administrative functions typically carried out by secretaries, administrators and others who perform a clerical role. Among the duties are: Ad Hoc Reporting, Calendar Maintenance, Data Entry, Document Duplication, Document Filing and Maintenance, Document Preparation, Employee Record Maintenance, Employee Time Recording, Faxing and Electronic Mailing, Inventory Management, Mail Sorting and Distribution, Meeting Coordination and Scheduling, Message Management, Receptionist Tasks, Special Projects, Spreadsheet Preparation, Travel Arrangements, and Word Processing and Typing.
• Data Verification (Novice): The ability to verify data in an accurate manner.
• Financial Processes (Fundamental Awareness): Ability to monitor costs, expenses and revenue as well as the ability to manage those costs and expenses in relation to budgeted amounts.
• Calendar Maintenance (Novice): The ability to prioritize and maintain a calendar or calendars of scheduled meetings or events. Able to accurately change or update a calendar with no scheduling conflicts.
• Document Management (Novice): The use of a computer system and software to store, manage and track electronic documents and electronic images of paper based information captured through the use of a document scanner.

Must be able to have HIPAA compliance to work with Toxicall reports (will be trained at VUMC on how to do these).

In addition, requires ability to assist with grants, reports, staff needs, and other duties as assigned.

Vanderbilt University Medical Center TempForce (TempForce) was created to connect temporary talent to areas throughout the Medical Center. TempForce places diverse and skilled personnel to departments across the Medical Center. In any given year, TempForce fills a wide variety of temporary requests including pharmacists, administrative/clerical rol