Lead Administrative Assistant-Sports Medicine

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:

Orthopaedic Surgery & Rehab

Job Summary:

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

General Administrative Support (60%)

• Provide general administrative support for 10 faculty.
• Performs key administrative functions and representative of Ortho Sports Medicine area.
• Managing all travel arrangements, CONCUR expenses, secretarial duties, scheduling, and managing calendar.
• Keep CV updated.
• Additional responsibilities as assigned.

Fellowship Program Coordinator (20%)

• Provides support for fellowship program, ACMGE fellowship.
• Provide general administrative support for the fellow
• Coordinate the recruitment efforts of fellows-managing candidate screenings, the interview process, and match process. 
• Handle the on boarding process of the fellow.  Credentialing, faculty appointment, etc…

Special Event Coordination (10%)

• Leads coordination of annual symposium and monthly journal club/seminars-work closely with PI to plan and coordinate event details in all capacities.
• Including event planning from start to completion, budgeting & account payable management, vendor selection, marketing, financial management and reporting, post event evaluation.

Financial/Budget/Grant Management Responsibilities (10%)

• Provide budgetary information for your center, analyzes and help prepare
• Work with AO, Finance, and Grants Manager to manage operations for center
• Reviewer responsibilities/privileges for financial transactions
• Independent financial decision making with minimal supervision required based on established guidelines in regards to spending
• Initiate fund allocations to those with signature authority
• Pre Award support:  Prepare Bio sketches/CV’s within grant specifications
• Post Award support:  Effort reporting for faculty and staff incl. cost share, federal NIH salary cap and timely effort changes, center reconciliation and compliance
• Create lists of publications with research relevance
• Coordinate with other institutions to gather and include all relevant information related to faculty and  publications
• Understand and follow formatting specifications and ensure consistency, with NIH formatting guidelines
• Perform 1x/month budgetary reconciliation related to grant spending
• Place lab supply orders per request

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 work: Gathers and analyzes data to solve problems that arise with little or no precendent.* Breadth of Knowledge: Applies advanced job knowledge and has developed a breadth of skills in other areas. * Team Interaction: Serves as a lead for the team by providing expertise and guidance to team members.

Core Capabilities :

Supporting Colleagues: - Develops Self and Ot