Assistant to the Chair

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 : Emergency Medicine

Emergency Medicine

Job Summary :

In your pivotal role as Assistant to the Chair, you will provide administrative and business support to the Chairperson or other faculty as requested by the Chairperson independently.

At VUMC's Department of Emergency Medicine, our mission is to discover and teach how to treat each patient with dignity and respect-anyone, anything, anytime-and to deliver this care every single day.

In our all-out pursuit of this mission, we will engage patients and community partners to co-develop solutions to the challenges facing the health care system.

We will advocate passionately for our patients, develop and train the next generation of leaders, and transform emergency care through discovery.

For more information, please visit .

KEY RESPONSIBILITIES

• Performs key administrative functions that support the Chair's leadership in department's patient care, research and educational activities.
• Manages multifaceted department logistics and Chair's calendar for meetings and conferences, including travel and catering.
• Works closely with other team members to assure the Chairperson's preparation for meetings, presentations or other engagements.
• Compiles and prepares correspondence and other materials for the Chairperson.
• Provides administrative support for internal and external committees.
• Serves as an ambassador to internal and external constituents.
• The responsibilities listed are a general overview of the position and additional duties may be assigned.

TECHNICAL CAPABILITIES

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.

• Networking (Intermediate) : Build relationships through industry contacts, professional organizations and individuals.
• Ad Hoc Reporting (Intermediate) : The ability to access information from databases and prepare reports.
• Human Resources Policies and Procedures (Novice) : Knowledge, adherence and application of human resources policies and procedures.
• Customer Service (Advanced) : A continuing focus on the needs and requirements of customers, anticipating their needs, remaining sensitive to customers while performing services for them, responsive to customer needs.
• Purchasing (Intermediate) : Experienced in authorizing and administering procurement contracts and contract changes within designated commitment authority.

Has had a prominent role in procurement, materials management, sourcing and logistics management, and supply chain management that fall within the scope of responsibility.

Acts as an authorized agent of the company with responsibility for managing supplier-related activities and authority to commit company resources through contracts and agreements.

Keeps current on competitors' buying practices. Conducts studies for new materials and services. Works with Sales and Marketing to translate a sales forecast into a procurement plan.

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 : Executes job responsibilities with the understanding of how output would affect and impact other areas related to own job area / team with occasional guidance.

Problem Solving / Complexity of work : Analyzes moderately complex problems using technical experience and judgment. Breadth of Knowledge : Has expanded knowledge gained through experience within a professional area.

Team Interaction : Provides informal guidance and support 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.

• Builds and Maintains Relationships : Maintains regular contact with key colleagues and stakeholders using formal and informal opportunities to expand and strengthen relationships.
• Communicates Effectively : Recognizes group interactions and modifies one's own communication style to suit different situations and audiences.

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

• Solves Complex Problems : Approaches problems from different angles; Identifies new possibilities to interpret opportunities and develop concrete solutions.
• Offers Meaningful Advice and Support : Provides ongoing support and coaching in a constructive manner to increase employees' effectiveness.

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

• Ensures Continuous Improvement : Applies various learning experiences by looking beyond symptoms to uncover underlying causes of problems and identifies ways to resolve them.
• Fulfills Safety and Regulatory Requirements : Understands all aspects of providing a safe environment and performs routine safety checks to prevent safety hazards from occurring.

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

• Stewards Organizational Resources : Applies understanding of the departmental work to effectively manage resources for a department / area.
• Makes Data Driven Decisions : Demonstrates strong understanding of the information or data to identify and elevate opportunities.

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

• Applies Technology : Demonstrates an enthusiasm for learning new technologies, tools, and procedures to address short-term challenges.
• Adapts to Change : Views difficult situations and / or problems as opportunities for improvement; actively embraces change instead of emphasizing negative elements.

Position Qualifications :

Responsibilities : Certifications :

Certifications : Work Experience :

Work Experience :

Relevant Work Experience

Experience Level : 3 years

3 years

Education : Bachelor's

Bachelor's

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