Senior Administrative Assistant - Operational Support, Onsite in Nashville TN

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:

VICC 210

Job Summary:

The Senior Administrative Assistant provides high-level administrative and operational support for clinical research activities, ensuring the seamless coordination of site visits, stakeholder meetings, research-related projects, and departmental initiatives. This role serves as a key liaison between internal research teams, principal investigators (PIs), vendors, and other business partners. The Senior Administrative Assistant will coordinate and manage complex scheduling for sponsor monitoring visits, audits, site visits, and facility tours within the clinical research environment. The ideal candidate is highly organized, detail-oriented, technically savvy, and able to manage multiple priorities while maintaining strict confidentiality and meeting critical deadlines.

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Preferred Skills & Experience:

• 3–5 years of experience in administrative coordination, operations support, project coordination, clinical research support, or a related field.
• Experience managing complex calendars and coordinating multiple stakeholders.
• Strong organizational skills with exceptional attention to detail.
• Ability to manage competing priorities in a fast-paced environment.
• Demonstrated ability to handle confidential and sensitive information with discretion.

• Experience supporting clinical research, healthcare, academic medicine, or pharmaceutical environments.
• Proficiency with Workday.
• Advanced knowledge of Microsoft Office Suite (Outlook, Excel, Word, PowerPoint, Teams).
• Strong written and verbal communication skills.
• Tech-savvy with the ability to learn new systems and tools quickly.

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, a