Lead Administrative Assistant Clinical - Digestive Disease Center

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:

GI Administration

Job Summary:

JOB SUMMARY
This job code is for those who need Electronic Medical Records access as part of their role.

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.

Some of the duties of the administrative assistant include: Kronos editing. This requires close monitoring KRONOS; making edits; adding codes etc. for the 198+ staff. The administrative assistant monitors time and attendance, completing My Work Day transactions for overtime and alerting the Leader of any staff with several occurrences. Other duties include: calendar maintenance, new employee onboarding set up, creating employee files; requesting employee files (if internal transfer), making sure employee files are purged at the appropriate time. The administrative assistant is also the IT security manager for the department, updating departmental policies in policy tech, inventory management, mail sorting and distribution, meeting coordination and scheduling, receptionist tasks, special projects, spreadsheet preparation, and special events etc. Also, orders supplies, complete space surveys, manages P-card, submit facility orders, assist director, managers, and staff and computer inventory.

Preferred Education, Skills, Experiences:
- Familiar with using Kronos and Work Day
- Ability to get the job done with multiple priorities/deadlines and maintain a smooth day-to-day clinic operation
- Team player
- Detail-oriented
- Microsoft Office applications experience is preferred


Shift:
Monday - Friday 8:00 a.m. - 5:00 p.m.

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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
• 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.
• 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.
• 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 patterns and establish relationships for decision making.
• Human Resources Policies and Procedures (Novice): Knowledge, adherence and application of human resources policies and procedures.

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