Sr. Administrative Assistant/Calendar Manager – VICTR Workforce Support

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:

VICTR

Job Summary:

In your pivotal role as a Sr. Administrative Assistant, you will serve as a calendar manager, travel coordinator and liaison for three members of departmental leadership under occasional guidance.

This is a 40-hour/week hybrid position with onsite responsibilities 3 days/week in the office at 2525 West End Ave. in Nashville, TN

NOTE: The pay range for this position will be $18.88 to $28.31 per hour. The final rate of compensation will be determined based on years of relevant work experience and current organizational equity.

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Performance Elements

• Serve as a calendar manager to three senior leaders.
  • Creating and effectively managing complex meetings, grants, and conferences for leadership.
  • Managing leadership travel, including booking travel and submitting expense reports on their behalf.
  • Arranging travel and hotel accommodations for external executive visitors.
  • Collaborating on meeting strategies and presentations for high-level external visitor meetings.
  • Establishing and building relationships with internal executives and visiting executives from external institutions.
  • Reconciling monthly p-card transactions for executive level purchases.
  • Scheduling special meetings for leadership as requested.
• Proactively facilitates and manages administrative functions, including but not limited to:
  • Supporting and coordinating area initiatives.
  • Assisting with onsite receptionist responsibilities 1-2 days per week.                  
  • Assisting with complex research program participant, grant-funded travel, including booking airfare, hotel, and airport transportation for travelers with and without disabilities. Also, includes completing expense reports on participants’ behalf.
  • Assisting with leadership on-site meetings and conferences.
  • Assisting with the execution of VICTR departmental and employment engagement events.
  • Assisting with parking validations for on-site external visitors.
  • Serving as a member of VICTR’s Space Management program.
  • Submitting building maintenance tickets as requested.
  • Tracking expenses related to facility requests.
  • Working with external vendors on office furniture orders.
  • Managing monthly floor plans for department.
  • Acting as a liaison for the department’s Workforce Support program by answering inquiries, providing information, and addressing concerns.
  • Assisting with special projects as assigned.
• The responsibilities listed are a general overview of the position and additional duties may be assigned.

Skill Proficiency

• Excellent organizational skills.
• Excellent Microsoft Office skills, Outlook experience preferred.
• Ability to work in a dynamic environment.
• High level of resourcefulness.
• Excellent time-management skills.
• Excellent interpersonal skills.
• Excellent critical thinking skills.

Basic Qualifications

• High School Diploma or GED (or equivalent experience) (Required)
• 4 years of relevant experience (Required)

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.

Core Accountabilities:

* Organizational Impact: Perfo