Sr Administrative Assistant - ON SITE - 30 Hours/Wk

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:

Pediatric Emergency Dept Admin

Job Summary:

Join our team as a Senior Administrative Assistant, where you'll play a vital role in ensuring the seamless operation of daily activities and providing high-level administrative and business support to complex areas. Acting independently, you’ll serve as a key liaison between internal and external stakeholders, fostering strong communication and collaboration.

Your responsibilities will include:

• Employee file management: Maintain accurate records in both physical and electronic formats, utilizing WorkDay.
• Operational support: Oversee supply ordering, invoice processing, and calendar management for multiple nurse leaders.
• Onboarding coordination: Facilitate monthly employee onboarding processes to ensure a smooth transition for new hires.
• Meeting and event planning: Schedule meetings, organize events, and support department-wide initiatives.

This is an opportunity to contribute to the success of a dynamic team while leveraging your organizational skills and proactive approach to problem-solving.

REQUIRED:
• HSD
• 4 years of relevant experience, preferably in a healthcare environment
• Proficiency in Microsoft Office, particularly Word, Excel Outlook and Teams
• Experience in WorkDay is helpful but not required; we can train

This position works fully on site at the Vanderbilt Children's Hospital and will work 30 hours weekly with the following hours:

2 days of the week, you will work 7 AM - 1:30 PM with a 1/2 hour lunch break.
3 days of the week, you will work 9 AM - 3:30 PM wit a 1/2 hour lunch break.

.

DEPARTMENT SUMMARY:

The Emergency Department at Monroe Carell is here when your child faces a routine mishap or something far more serious. Our goal is to always provide the region's best emergency care as quickly as possible, any time of day or night. Our Pediatric Emergency Medicine physicians have the highly specialized skills and knowledge required to respond to any pediatric emergency. For more information, please visit https://www.childrenshospitalvanderbilt.org/service-line/pediatric-emergency-medicine.

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 pa