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 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 : General Pediatrics

General Pediatrics

Job Summary : JOB SUMMARY

JOB SUMMARY

Manage independently the budgetary, personnel and physical facilities of division. Develop administrative goals and priorities for long-range planning with an emphasis in strategic budgetary management with administrative team.

Skills required :

• Ability to multi-task, prioritize and function proactively
• Excellent organizational skills, effective communication, professional attitude and dependable
• Willingness to collaborate with colleagues and leadership toward common goals
• Experience in MSOffice suite and ability to manage multiple Outlook calendars
• Organize the flow of daily operations for the division to ensure service priorities are met
• Use judgment to determine priority and urgency of tasks in the daily workflow
• Willingness to learn with a professional demeanor
• Understand and prioritize accuracy and timely follow-through.

Responsibilities include but are not limited to :

Office Management and Leadership

• Lead the day-to-day adherence to budget and department policies
• Complete monthly ledger reconciliation with appropriate follow-up for corrections
• Provide administrative leadership within the division, train and supervise Sr. AA
• Liaison with multiple areas inside and outside of the department, including HR, IT, CME, Visas, Chair’s office, Faculty Affairs, etc.
• Responsible for coordination of New Hire paperwork and FMLA
• Implement, communicate, and follow new processes at the divisional level
• Under direction of the division director, lead the administrative processes for faculty recruitment, on-boarding, visiting professor agendas, annual faculty reviews, faculty scheduling, and annual reports
• Communicate and adhere to KRONOS policies, provide required sign-off for division’s staff
• Provide direct faculty support, calendaring, credentialing, travel etc., delegating tasks as needed to ensure accuracy and efficiency
• Oversee provider scheduling process including Provider Time Away, Synergy call schedule and other internal systems. Maintain divisional tracking metrics.
• Manage special projects and compile data HR

General Administrative Support

• Maintain division files, inventory, copiers, and required equipment
• Coordinate meetings across multiple departments and organizations, taking minutes, and disseminating information to attendees and leaders
• Provide back-up support to Sr. AA and cross-train on required program elements including GME
• Provide some general support to the administrative needs of the division’s research staff / PIs
• Assist the division’s AOs in completing the general expense reviews

Other duties as assigned

• Willingness to learn and cross train on general research support (invoicing, COEUS, PEER, biosketches, other support, etc),
• Collaborate with department admin teams and participate on staff committees

Requirements : a Bachelor’s Degree, 3 years of progressive experience, VUMC experience is preferred.

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 precendent.
• 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.

• 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 : 5 years

5 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