Lead Administrative Assistant - ON SITE

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:

Neonatal Services

Job Summary:

In your pivotal role as Lead Administrative Assistant, you will serve as a primary resource for daily operations and provide administrative and business support to complex area(s), independently. You also will serve as a liaison with internal/external groups. Your duties will include, but not be limited to, calendar/meeting support for the Associate Nursing Officer and assisting with maintaining the operations of the NICU thru ordering, scheduling and organizing.

REQUIREMENTS:
• HS Diploma/GED
• Proficient Microsoft Products
• 5 years of relevant experience
• Previous experience supporting director level or above is a plus
• Previous experience with Workforce mgmt., Kronos & WorkDay is a plus

You will work Monday-Friday, traditional day time business hours, and will work on site at Vanderbilt Children's Hospital located at 2200 Children's Way in Nashville, TN.

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ABOUT THE DEPARTMENT:

Join our team in a Level IV Neonatal Intensive Care Unit (NICU) dedicated to providing advanced, compassionate care to our most vulnerable patients. Our NICU includes over 131 beds and supports more than 1,500 premature and/or critically ill newborns annually. Neonatal Services is organized into specialized pods, allowing for cohorting of patient diagnoses and delivery of highly expert, focused care.

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.
• Analyzes and prepares budgetary data.
• The responsibilities listed are a general overview of the position and additional duties may be assigned.

TECHNICAL CAPABILITIES
• Financial Processes (Intermediate): Ability to monitor costs, expenses and revenue as well as the ability to manage those costs and expenses in relation to budgeted amounts.
• Clerical/Administrative (Advanced): 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.
• Ad Hoc Reporting (Intermediate): The ability to access information from databases and prepare reports.
• Analytical Skills (Novice): The process of identifying, evaluating, interpreting and organizing data. It includes sorting through data to identify patterns and establish relationships for decision making.
• Human Resources Policies and Procedures (Novice): Knowledge, adherence and application of human resources policies and procedures.

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: Independently performs non-routine tasks that significantly impact team and other related teams.* Problem Solving/ Complexity of wor