Sr. Admin Assistant/Clinical Staffing Coordinator - Adult Float Pool (Variable Shifts)

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:

VUH Inpatient Float Pool

Job Summary:

Performs administrative and business support related duties of a complex nature in support of an area with minimal guidance.

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Position Overview:
This position plays a key role in ensuring that clinical staff (Registered Nurses, Care Partners, and Sitters) are appropriately assigned across all 37 units during every shift, contributing to a safe and efficient healthcare environment. This critical function is vital for delivering excellence in patient care throughout our hospital.

This dynamic position demands strong critical thinking skills and a proven ability to multitask in healthcare and payroll environments. You'll work closely with leadership to manage staff scheduling in six-week increments.

POSITION SHIFT/HOURS:

This position DOES NOT work a set scheduled. Employes will work the team to cover four 10-hour shifts per week that may encompass the following hours for a total of 40 hours per week:

• Monday- Friday (on-site) Open: 2 a.m. - 11 a.m. 

• Monday - Friday (on-site) Close: 9:30 a.m. - 8 p.m.

• Weekend Split Shifts (Open: 2 a.m. - 8 a.m. and Close 2 p.m. - 8 p.m.)

• Weekend and Holidays will be working from home

Preferred Qualifications:

• OR staffing/Admin experience would do well in this role

• Must have (adult) hospital experience

• Strong Computer Skills and Excel Knowledge is a Must

• Ability to Multi-Task in a Fast-Paced Environment

• Basic understanding of the differences between hospital units (ie. ICU vs. Stepdown Units)

• Professionalism

• Exceptional reliability

• Great communication skills

• Strong teamwork skills

• Significant emotional intelligence

• Familiarity with Kronos and Workday is preferred, but not required.

Important Instructions For All Candidates:

*If you are a Vanderbilt employee, please log in to Workday and search "internal jobs".

** It's important that all candidates, internal or external, please upload an updated resume that includes the start and end dates (month & year) of any relevant positions you have held. Your resume should be in a Word or PDF format.

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, Spr