Administrative Assistant - LifeFlight Event Medicine/Education & Development - Onsite Nashville, TN

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:

LifeFlight Event Medicine

Job Summary:

The Administrative Assistant will provide administrative support for LifeFlight Event Medicine and Education department activities with occasional guidance.

Full time - 80% weekdays and 20% weekends

Responsibilities will include but are not limited to:

• Responds to customer needs by consulting with others as appropriate or by following established guidelines.

• Organize flow of daily operations to ensure service priorities are met.

• Take meeting minutes

• Ordering consumables and supplies for education and updating this information on the supply order sheet in Smartsheet

• Helping with payroll for both departments

• Management of Evenbrite, maintaining Eventbrite Check Tracking Smartsheet, and tracking money associated with classes/courses - Creating all classes/courses, ensuring revenue distributed correctly from Evenbrite, and completing JET form to ensure all monies from events are correctly distributed to our LifeFlight educational accounts

• Managing all licenses and certifications for all of LifeFlight

• Helping new employees onboard - assist with onboarding new team members by preparing materials, ordering uniforms, and coordinating schedules - Complete offboarding team members by adhering to a deactivating checklist so that nothing is overlooked

• Quote requests

• Invoice reconciliation

• Verify that all full-time and part-time EM crew are meeting the required weekly FTE and maintaining the EM monthly minimums in Smartsheet

• Reserving conference rooms and preparing meeting agendas

• Monitor and respond to personal emails

• Draft routine communications as needed

• Manage calendars including scheduling meetings or resolving conflicts. Resolve calendar/scheduling meeting room conflicts

Preferred Skills and Experience:
  Team oriented
  Flexible
Ability to work with autonomy

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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.
• The responsibilities listed are a general overview of the position and additional duties may be assigned.

TECHNICAL CAPABILITIES
• Data Verification (Novice): The ability to verify data in an accurate manner.
• 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.
• 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.
• Human Resources Policies and Procedures (Fundamental Awareness): Knowledge, adherence a