Senior 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:

Urology Pediatric

Job Summary:

In your pivotal role as Senior Administrative Assistant, you will provide high-level administrative and operational support to a team of up to 8 Pediatric Urologists and 2 Nurse Practitioners. Your exceptional organizational skills and proactive approach will ensure seamless execution of daily tasks, allowing providers to focus on delivering excellent patient care.

In addition to outlined Key Responsibilities, you will also take ownership of critical administrative functions such as: Calendar management of busy, complex schedules to include appointments, meetings & travel. Monitor/maintain/renew/pay memberships, dues, and licensures ensuring timely renewals/compliance. Agenda preparation, event/catering coordination, timely preparation of expense reimbursement reports in adherence with Vanderbilt Health and Departmental policies. Creation and updating of SOPs. Accurate management of provider time away, coordination of recredentialing and reappointment processes, making travel arrangements, management of call schedules and other duties as assigned.

The work schedule is Mon-Fri, traditional daytime business hours. This position is 100% on site at the Monroe Carell Jr. Children's Hospital at Vanderbilt in Nashville, TN.

Qualifications:
Proven experience as an Administrative Assistant, preferably supporting multiple high-level professionals. Exceptional organizational and time-management skills with the ability to prioritize and multitask effectively.
Strong attention to detail and accuracy in all aspects of work.
Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint & Teams). Excellent communication and interpersonal skills to liaise confidently with internal and external stakeholders. Proactive problem-solving mindset and the ability to work independently in a fast paced environment.

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DEPARTMENT SUMMARY:

The nationally ranked Urology team at Monroe Carell has years of specialized training in understanding and meeting the unique needs of children with urinary tract and reproductive organ problems. Our care ranges from simple in-office procedures to the most complex reconstructive surgery.  The numbers of procedures we complete each year and their outcomes show why parents and families like yours trust Monroe Carell.  Scheduled appointments and same-day urgent care visits are also available, after we contact your primary care provider.  For more information, please visit https://www.childrenshospitalvanderbilt.org/service-line/pediatric-urology.

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 oth