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 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 Cardiology

Job Summary:

This position will serve as a lead administrative assistant for Peds Cardiology and provide administrative and clerical support to the new Division Director. We are looking for an individual with an outgoing personality who is customer service focused with strong written and oral communication skills. This individual will provide key stakeholders a wide range of support, including assistance and management in administration, faculty recruiting, provider scheduling, special events, and any ad hoc projects.

REQUIREMENTS:
• HSD, GED
• 5 years of relevant work experience
• Proficiency in Microsoft Office
• Experience in WorkDay is a plus

This role will be hybrid remote; days in the office may vary depending on events and obligations. Some weeks may be 4-5 days/week in office. Flexibility will be KEY. You will work Monday-Friday, traditional daytime business hours.

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DEPARTMENT SUMMARY:

In 1971, Dr. Thomas P. Graham, Jr. became the first Director of the Division of Pediatric Cardiology and was one of only two Pediatric Cardiologists. Since that time, we have grown to become one of the largest and most comprehensive programs in the country, providing excellence in patient care, training, and research focused on children and adults with congenital heart disease. As only the second Division Director, I am proud to work with a comprehensive team of professionals focused on providing state-of-the-art clinical service as well as fostering new knowledge through research to advance therapies and improved clinical outcomes. For more information, please visit https://pediatrics.vumc.org/cardiology.

KEY FUNCTIONS AND EXPECTED PERFORMANCES

• Serve as administrative assistant to new Division Director of Pediatric Cardiology.

• Create reimbursement/expense reports in Workday for faculty, guest speakers and new recruits, following institutional guidelines and specific department policies.

• Track Faculty Continuing Medical Education funds to ensure adherence to allotted budgets and divisional guidelines.

• Assist with coordination of Department visitors and recruits, to include scheduling flights and lodging, creating itinerary using internal faculty members’ calendars, and reimbursement requests.

• Manage Faculty calendars as assigned through Outlook.

• Oversee onboarding process for new faculty/providers to include scheduling new clinician orientation and EPIC trainings.

• Coordinate division meetings for the Division Director, including communicating agenda and documenting and distributing minutes.

• Coordinate schedules for meetings requested by Faculty or other departments.  Liaison with multiple departments to complete the scheduling process and effectively communicate dates/times/locations to all attendees and administrative staff involved.

• Manage and purchase office supplies for multiple locations.

• On an as-needed basis, interpret policies and procedures in daily operations.

• Liaison with IT, Procurement, Office of Faculty Affairs and other departments to ensure requests/needs are met.

• Special events planning for Division visitors, team building, etc.

• Administratively support the research functions of Dept to include creating purchase requisition and ordering of supplies in Workday.

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