Sr 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 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:

Adolescent Medicine

Job Summary:

JOB SUMMARY

This position will serve as the senior administrative assistant for Pediatric Adolescent & Young Adult Health Medicine and General Pediatrics. We are looking for an individual with an outgoing personality who is customer serviced focused with strong written and oral communication skills. The individual will report jointly to the Division Director and Administrative Officers. This individual will provide key stakeholders with a wide range of support, including assistance and management in administration, HR, faculty recruiting, financial reporting, website maintenance, special events, and any ad hoc project.

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KEY RESPONSIBILITIES

Daily Operations

• Manage Faculty calendars through Outlook.

• Coordinate Division meetings.

• Coordinate schedules for meetings requested by Faculty or other departments.  Liaison with multiple. departments to complete the scheduling process and effectively communicate dates/times/locations to all attendees and administrative staff involved.

• Maintain Faculty personnel files.

• Manage office supplies.

• Liaison with IT, Procurement, Office of Faculty Affairs and other departments to ensure requests/needs are met.

• Work with Administrators to manage operations for centers.

• Create reimbursement requests for Faculty and Faculty Candidates.  Submit to appropriate signature authority for processing (i.e., purchase requisitions, check requests, travel reimbursements).

• Track Faculty Continuing Medical Education funds to ensure adherence to allotted budgets.

• On an as-needed basis, interpret policies and procedures in daily operations.

• Assist with Faculty Biosketches and Other Support documents

Recruitment/Human Resources

• Track Faculty certifications to ensure all stay up to date.  Provide Faculty with notifications when licensures are close to expiring.

• Assist with the completion of reappointment documents for Faculty.  Liaison to credentialing department to ensure continuation of privileges.

• Coordinate faculty/staff candidate visits, which include scheduling flights and lodging, creating interview itinerary using internal faculty members’ calendars, and reimbursement requests.

• Onboard new Faculty based on Department/Division guidelines and requirements.

Requirements:

The successful candidate must be a highly motivated self-starter who is outgoing and is customer service focused. 

Basic Requirements: This position requires an Associate’s degree and a minimum of 48 months related experience.

 

Additional Information: 

This is a full-time position.
Salary is dependent upon education and experience.


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.
• Data Analysis (Intermediate): The ability to analyze data in an accurate manner.
• Clerical/Administrative (Intermediate): 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 Pro