Sr Administrative Assistant - On Site

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:

PICU

Job Summary:

In your pivotal role as Sr. Administrative Assistant, you will perform administrative and business-support related duties of a complex nature in support of an area with minimal guidance. A big part of your job will be time-keeping for a staff of 200 (FMLA, Time/Attendance, PTO). Additional responsibilities will include onboarding/offboarding of staff, providing assistance with unit supply and tracking equipment inventory. Flexibility is key, as there may be other duties assigned. This is an awesome, rewarding opportunity, but you should be prepared to work in a busy, fast-paced, public environment where emotions can run high. You will work on site, Monday-Friday, 7AM-3:30PM.

REQUIREMENTS:
High School Diploma or GED
4 years of relevant experience
Critical thinking skills
High attention to detail

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DEPARTMENT SUMMARY:

Monroe Carell's state-of-the-art, 42-bed Pediatric Intensive Care Unit (PICU) is dedicated to the care of critically ill children. Our ICU team includes pediatricians who are board certified in critical care medicine. We work together with nurse practitioners, nurses, respiratory therapists, social workers, case managers, child life specialists, pharmacologists and nutritionists to provide the highest quality care possible for critically ill children around the clock. For more information, please visit https://www.childrenshospitalvanderbilt.org/program/pediatric-intensive-care-unit-picu.

KEY RESPONSIBILITIES
• Performs a variety of administrative support which may include, but not limited to, scheduling, booking travel and budget reconciliation.
• Ensures data/records are created and maintained to document financial, planning, correspondence, procedures, processes and other information.
• Compiles data, analyzes information and summarizes findings in support of an area.
• Prepares reports and other documentation as requested.
• The responsibilities listed are a general overview of the position and additional duties may be assigned.

TECHNICAL CAPABILITIES
• Human Resources Policies and Procedures (Fundamental Awareness): Knowledge, adherence and application of human resources policies and procedures.
• Ad Hoc Reporting (Intermediate): The ability to access information from databases and prepare reports.
• Data Analysis (Intermediate): The ability to analyze data in an accurate manner.
• Clerical/Administrative (Intermediate): 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 (Novice): Ability to monitor costs, expenses and revenue as well as the ability to manage those costs and expenses in relation to budgeted amounts.

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.