Lead 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 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.

Job Summary

Serves as a primary resource for daily operations and provides administrative and business support to complex area(s), independently. Serves as a liaison with internal / external groups.

Key Responsibilities :

Performs key administrative functions which may include serving as representative of the organizational area. Proactively facilitates and manages administrative functions. Supports and coordinates area initiatives. Compiles data, analyzes information and summarizes findings in support of an area. Analyzes and prepares budgetary data. The responsibilities listed are a general overview of the position and additional duties may be assigned.

Technical Capabilities :

Financial Processes (Intermediate) : Ability to monitor costs, expenses and revenue as well as the ability to manage those costs and expenses in relation to budgeted amounts. Clerical / Administrative (Advanced) : 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. Ad Hoc Reporting (Intermediate) : The ability to access information from databases and prepare reports. Analytical Skills (Novice) : The process of identifying, evaluating, interpreting and organizing data. It includes sorting through data to identify patterns and establish relationships for decision making. Human Resources Policies and Procedures (Novice) : Knowledge, adherence and application of human resources policies and procedures.

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 : Independently performs non-routine tasks that significantly impact team and other related teams.
• Problem Solving / Complexity of work : Gathers and analyzes data to solve problems that arise with little or no precedent.
• Breadth of Knowledge : Applies advanced job knowledge and has developed a breadth of skills in other areas.
• Team Interaction : Serves as a lead for the team by providing expertise and guidance to team members.

Core Capabilities

Supporting Colleagues : - Develops Self and Others : Invests time, energy, and enthusiasm in developing self / others to help improve performance e and gain knowledge in new areas.

Delivering Excellent Services : - Serves Others with Compassion : Seeks to understand current and future needs of relevant stakeholders and customizes services to better address them.

Ensuring High Quality : - Performs Excellent Work : Engages regularly in formal and informal dialogue about quality; directly addresses quality issues promptly.

Managing Resources Effectively : - Demonstrates Accountability : Demonstrates a sense of ownership, focusing on and driving critical issues to closure.

Fostering Innovation : - Generates New Ideas : Proactively identifies new ideas / opportunities from multiple sources or methods to improve processes beyond conventional approaches.

Position Qualifications

Responsibilities : Relevant Work Experience

Experience Level : 5 years

Education : High School Diploma or GED