Bilingual Administrative Assistant Family Resource Center - ON SITE

Discover Vanderbilt Health: With eight hospitals and over 180 clinics, we are the region’s largest comprehensive academic health system. Vanderbilt Health has a long tradition of providing world-class care to the people of the Mid-South, living out our mission of moving medicine forward through preeminent programs in patient care, education and research. Here you’ll find a spirit of collaboration and a supportive community where your expertise is valued, your knowledge expanded and your uniqueness celebrated. We are committed to fostering an environment where talented, compassionate people are united in bringing the most advanced care to our neighbors throughout the region.

Organization:

Family Resource Center

Job Summary:

In this pivotal Administrative Assistant role, you will provide day-to-day administrative support to ensure smooth operations and excellent service. You’ll help manage the flow of daily work, respond to requests using established guidelines, and partner with teammates to meet department priorities. Because you will regularly interact with patients and their families, kindness, compassion, and professionalism are essential.

Key Duties/Tasks:
Provide administrative support for an area’s daily activities, with occasional guidance
Respond to customer/patient needs by following established procedures and escalating or consulting with others when appropriate
Organize and prioritize daily tasks to ensure service needs and deadlines are met
Support a welcoming, patient- and family-centered environment

Required Qualifications
High School Diploma or GED (Associate’s Degree or higher preferred)
Minimum 2 years of relevant experience
Comfortable with technology and able to learn new software quickly
Bilingual (English/Spanish)

Schedule & Location
On-site at Monroe Carell Jr. Children’s Hospital at Vanderbilt (Nashville, TN)
You will work 35 hours weekly between 8AM-4:30 PM with flexibility on start/end times.

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KEY RESPONSIBILITIES • Performs a variety of administrative support which may include scheduling, booking travel, expense processing and purchasing. • Compiles, coordinate and assist in the collection, processing and submission of data. • Prepares reports and other documentation as requested by area. • Creates and maintains accurate documents and records. • Bilingual, Spanish/English Strongly preferred

• The responsibilities listed are a general overview of the position and additional duties may be assigned. TECHNICAL CAPABILITIES • 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. • 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. • 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. • Human Resources Policies and Procedures (Fundamental Awareness): 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: Performs tasks that are typically routine that may impact team's performance with occasional