Sr. Administrative Assistant

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/Receptionist, you will serve as a primary resource for daily operations and provide administrative and business support for VICTR spaces. This is a 40 hour/week position with daily hours of 8:30am-5:00pm CST. PLEASE NOTE, THIS JOB WILL WORK ON SITE IN OUR OFFICE LOCATED AT 2525 WEST END AVE. IN NASHVILLE!

Performance Elements
• Performs key administrative functions, which includes serving as the receptionist for VICTR spaces.
• Serve as a calendar manager to three senior leaders.
o Creating and effectively managing complex meetings, grants, and conferences for leadership.
o Managing leadership travel, including booking travel and submitting expense reports on their behalf.
o Arranging travel and hotel accommodations for external executive visitors.
o Collaborating on meeting strategies and presentations for high-level external visitor meetings.
o Establishing and building relationships with internal executives and visiting executives from external institutions.
o Reconciling monthly p-card transactions for executive level purchases.
o Scheduling special meetings for leadership as requested.
• Proactively facilitates and manages administrative functions, including but not limited to:
o Supporting and coordinating area initiatives.
o 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.
o Assisting with leadership on-site meetings and conferences.
o Assisting with the execution of VICTR departmental and employment engagement events.
o Managing daily calendar distribution and access for all VICTR conference spaces.
o Managing parking validations for on-site external visitors.
o Conducting inventory of office supplies and Webb refreshments for VICTR spaces.
o Ordering office and Webb supplies.
o Distributing supply shipments and deliveries to all VICTR spaces/floors.
o Distributing mail and package deliveries.
o Working with facilities management and VUIT for pick-ups and deliveries.
o Serving as the main point of contact for Shred-it.
o Acting as a liaison for the department’s Workforce Support program by answering inquiries, providing information, and addressing concerns.
o Submitting building maintenance tickets as requested.
o 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, Workday experience a plus but not required.
• 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)

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The Vanderbilt Institute for Clinical & Translational Research (VICTR) is Vanderbilt’s virtual home for clinical and translational research.  Supported by Vanderbilt University Medical Center’s Office of Research and the NIH-sponsored Clinical and Translational Service Award (CTSA), the mission of the institute is to transform the way ideas and research discoveries make their way from origin to patient care.  VICTR functions to help researchers and clinicians do their jobs better by providing tools and support to improve the quality of research, publications, grant writing, and training for future doctors and researchers.  For more information, pl