Lead 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:

Section Surgical Research

Job Summary:

JOB SUMMARY
The position provides high level administrative assistant duties for the Section of Surgical Science's Vice-Chair for Surgical Research. Serves as a primary resource for daily operations and provides administrative and business support to complex area(s), independently. Serves as a liaison with internal/external groups.

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KEY RESPONSIBILITIES
Some of the responsibilities/duties include but not limited to: 

• Process a high level of extremely confidential and sensitive information relating to faculty affairs, research & grant activities, and personnel issues; Screen and handle complex incoming phone calls; Process incoming and outgoing mail
• Monitor and update Surgical Research website
• In coordination with the Director of Surgical Research, assist with management of internal budgets
• Make travel arrangements for Vice Chair of Surgical Research; assist research faculty with coordination of research meetingsMonitor and help process faculty appointments, reappointments, and promotions; maintain faculty bio sketches and CVs

• Process VA credentialing for Vice Chair;
• Liaison between faculty and staff for Vice Chair, resolving issues or escalating to appropriate person
• Arrange and coordinate complicated calendars, including extensive travel, difficult meeting schedules, appointments, expertly anticipating needs and changes, constantly rearranging priorities as appropriate
• Submit expenses for reimbursement or payment via Workday (i.e. travel, membership dues, licenses, etc.), reviewing expenses for compliance with departmental and Vanderbilt policies
• Assist Vice Chair with recruiting process, booking travel arrangements, arranging interview appointments, arranging payment, and submitting expenses
• Plan meetings for various committees with members from many different departments
• Assist in coordinating special events and other activities
• Manage multiple projects concurrently, meeting deadlines, adapting to shifting priorities
• Providing support for activities on national committees or other professional affiliations.
• Prepare agendas, memos, and correspondence on behalf of Vice Chair
• Assist other research faculty with various administrative details, i.e.,scanning, saving files electronically, creating spreadsheets, etc.
• Develop and maintain all appropriate office files relating to personnel, budget & grant activities, and all affiliated matters within the office of the Vice Chair
• Support Vice Chair with lab activities including scheduling weekly or bi-weekly personnel meetings, scheduling interviews for potential research faculty
• Other duties as 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.
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