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

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 on-site position.

Performance Elements

Serve as a calendar manager to three senior leaders.

oCreating and effectively managing complex meetings, grants, and conferences for leadership.

oManaging leadership travel, including booking travel and submitting expense reports on their behalf.

oArranging travel and hotel accommodations for external executive visitors.

oCollaborating on meeting strategies and presentations for high-level external visitor meetings.

oEstablishing and building relationships with internal executives and visiting executives from external institutions.

oReconciling monthly p-card transactions for executive level purchases.

oScheduling special meetings for leadership as requested.

Proactively facilitates and manages administrative functions, including but not limited to :

oSupporting and coordinating area initiatives.

oAssisting 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.

oAssisting with leadership on-site meetings and conferences.

oAssisting with the execution of VICTR departmental and employment engagement events.

oAssisting with parking validations for on-site external visitors.

oServing as a member of VICTR’s Space Management program.

oSubmitting building maintenance tickets as requested.

oTracking expenses related to facility requests.

oWorking with external vendors on office furniture orders.

oManaging monthly floor plans for department.

oActing as a liaison for the department’s Workforce Support program by answering inquiries, providing information, and addressing concerns.

oAssisting 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
• 4 years of relevant experience (Required)

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, please visit .

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, and a sense of community and purpose.

Core Accountabilities :

• Organizational Impact : Performs non-routine tasks that significantly impact team's performance with minimal guidance.
• Problem Solving / Complexity of work : Conducts research and analysis to solve some non-routine problems.* Breadth of Knowledge : Applies broad job knowledge and has basic job skills in other areas.
• Team Interaction : Provides informal guidance and support to less experienced team members.

Core Capabilities :

Supporting Colleagues : - Develops Self and Others : Continuously improves own skills by identifying development opportunities.

• Builds and Maintains Relationships : Seeks to understand colleagues' priorities, working styles and develops relationships across areas.
• Communicates Effectively : Openly shares information with others and communicates in a clear and courteous manner. Delivering Excellent Services : - Serves Others with Compassion : Invests time to understand the problems, needs of others and how to provide excellent service.
• Solves Complex Problems : Seeks to understand issues, solves routine problems, and raises proper concerns in a timely manner.
• Offers Meaningful Advice and Support : Listens carefully to understand the issues and provides accurate information and support.

Ensuring High Quality : - Performs Excellent Work : Checks work quality before delivery and asks relevant questions to meet quality standards.

• Ensures Continuous Improvement : Shows eagerness to learn new knowledge, technologies, tools or systems and displays willingness to go above and beyond.
• Fulfills Safety and Regulatory Requirements : Demonstrates basic knowledge of conditions that affect safety and reports unsafe conditions to the appropriate person or department.

Managing Resources Effectively : - Demonstrates Accountability : Takes responsibility for completing assigned activities and thinks beyond standard approaches to provide high-quality work / service.

• Stewards Organizational Resources : Displays understanding of how personal actions will impact departmental resources.
• Makes Data Driven Decisions : Uses accurate information and good decision making to consistently achieve results on time and without error.

Fostering Innovation : - Generates New Ideas : Willingly proposes / accepts ideas or initiatives that will impact day-to-day operations by offering suggestions to enhance them.

• Applies Technology : Absorbs new technology quickly; understands when to utilize the appropriate tools and procedures to ensure proper course of action.
• Adapts to Change : Embraces changes by keeping an open mind to changing plans and incorporates change instructions into own area of work.

Position Qualifications :

Responsibilities : Certifications :

Certifications : Work Experience :

Work Experience :

Relevant Work Experience

Experience Level : 4 years

4 years

Education :

High School Diploma or GED

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 to the principles of equal opportunity and affirmative action.

EOE / AA / Women / Minority / Vets / Disabled