Lead Administrative Assistant - Allergy, Pulmonary and Critical Care 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:

Allergy, Pulmonary and Critica

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.

DEPARTMENT SUMMARY

Welcome to the Division of Allergy, Pulmonary and Critical Care Medicine at Vanderbilt University Medical Center.

Our mission is to:

Deliver world-class clinical care to patients with allergic diseases, pulmonary conditions, and critical illness through employing a collaborative, multi-disciplinary approach
Lead in the development of cutting-edge, patient-focused research that extends from basic discoveries to clinical implementation
Provide state-of-the-art education and training to inspire and nurture the next generation of leaders in allergy and immunology, pulmonary and critical care medicine, and interventional pulmonology

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KEY RESPONSIBILITIES
• Assists Divisional Director in supportive role which may include scheduling, calendar management, visitor coordination, procurement, expense report preparation, travel and space management.

• Performs key administrative functions which may include serving as representative of the organizational area.

• Cooperatively works with other administrative staff to support busy Division faculty, staff, fellows and students.

• Assists research faculty in calendar management, scheduling, travel arrangements and reimbursements.

• Assists in event planning and coordination to include vendor and meal selection, audio visual setup, procurement of necessary decor and supplies, vendor payment,
• Proactively facilitates and manages administrative functions.

• Supports and coordinates area initiatives.
• Compiles data, analyzes information and summarizes findings in support of an area.
• The responsibilities listed are a general overview of the position and additional duties may be assigned.

TECHNICAL CAPABILITIES
• Detail Oriented (Advanced): Being careful and thoughtful in work, delivering work with a high level of accuracy and in a timely manner, checking work for errors. Paying attention to the details.

• Organized (Advanced): Organization involves paying attention to instructions, listening carefully and communicating thoughts in a manner that others understand. Good decision making skills.

• 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.
• 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 excellence among all who are