Administrative Assistant - Applied Innovation Department - Onsite, Nashville TN

Vanderbilt University Medical Center•Nashville, TN

2d•Onsite

About The Position

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. Organization: Brock Family Center for Applied Innovation Job Summary: The Brock Family Center for Applied Innovation seeks an engaged and resourceful Administrative Assistant to support the small, high-performing team. This role is central to keeping our operations organized and efficient, ensuring team members can focus on delivering impactful work. Responsibilities include managing schedules, coordinating meetings, supporting the budgetary processes and controls, and providing general administrative and project support. In addition, the Administrative Assistant will take on a variety of ad hoc tasks, stepping in wherever needed to keep projects and day-to-day operations running smoothly. This position is well-suited for someone who thrives in a dynamic environment, enjoys wearing multiple hats, and values both precision and flexibility. The role offers opportunities to grow skills and take on responsibilities beyond the traditional scope of the position. The ideal candidate is a proactive and adaptable professional who thrives in a collaborative, fast-paced environment. They are a team player who takes initiative, recognizes what needs to be done without being asked, and takes pride in delivering high-quality work. They work with efficiency and accuracy, consistently following through on commitments and seeing tasks to completion. They have a genuine interest in innovation and healthcare, coupled with curiosity and a desire to grow their skills beyond the immediate scope of the role. This individual welcomes learning new responsibilities, embraces evolving priorities, and contributes ideas that improve processes and outcomes. The Administrative Assistant will work cross-functionally with other Brock Center staff in developing and accomplishing short and long-range program goals and objectives through active management of multiple projects in parallel. After initial orientation and training, work will be performed under the general supervision of the Brock Center Senior Program Manager. The responsibilities listed are a general overview of the position and additional duties may be assigned.

Requirements

Ability to take initiative, prioritize workload and follow-up consistently with limited supervision
Outstanding oral and written communication skills
Outstanding interpersonal skills and the ability to work effectively with a wide range of constituencies in a diverse community of academic and corporate cultures
Ability to work independently as well as in a team environment and to work under pressure with tight deadlines
Exceptional organizational/analytical skills and attention to detail
Maintains a high level of energy and consistent positive attitude
Ability to analyze, interpret, and draw inferences from a variety of information sources, act accordingly, and to prepare reports
Demonstrated ability to use independent judgment and manage confidential information
Progressive experience with Microsoft suite for word processing, spreadsheet, and PowerPoint.
Calendar Maintenance (Novice): The ability to prioritize and maintain a calendar or calendars of scheduled meetings or events. Able to accurately change or update a calendar with no scheduling conflicts.
Document Management (Novice): The use of a computer system and software to store, manage and track electronic documents and electronic images of paper based information captured through the use of a document scanner.
Financial Processes (Fundamental Awareness): 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 (Novice): 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.
Data Verification (Novice): The ability to verify data in an accurate manner.
Human Resources Policies and Procedures (Fundamental Awareness): Knowledge, adherence and application of human resources policies and procedures.
Organizational Impact: Performs tasks that are typically routine that may impact team's performance with occasional guidance.
Problem Solving/ Complexity of work: Utilizes some discretion and research to solve routine problems.
Breadth of Knowledge: Applies knowledge of standards, established processes and procedure that apply to your own job.
Team Interaction: Provides guidance to entry level co-workers.
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.
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.
Performs Excellent Work: Checks work quality before delivery and asks relevant questions to meet quality standards.
Fulfills Safety and Regulatory Requirements: Demonstrates basic knowledge of conditions that affect safety and reports unsafe conditions to the appropriate person or department.
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.
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.
Relevant Work Experience
Less than 1 year
High School Diploma or GED

Nice To Haves

Self-starter with strong problem-solving skills
Detail-oriented and dependable, with a focus on accuracy
Highly efficient in managing time, priorities, and multiple tasks
Proactive communicator who collaborates well across teams
Curious and eager to expand skills and responsibilities
Enthusiastic about contributing to healthcare innovation

Responsibilities

Manage calendars for team members, scheduling meetings, calls, and deadlines.
Support organized digital and physical filing systems for documents, contracts, and correspondence.
Track and follow up on project deadlines, deliverables, and milestones.
Assist in preparing budgets, expense reports, and purchase requests.
Assist in researching vendors, suppliers, or resources for team needs and coordinating procurement.
Help onboard new hires or contractors by organizing orientation materials and scheduling introductions.
Maintain contact lists, distribution lists, and communication records.
Create or update templates, standard operating procedures, and knowledge bases.
Pitch in on miscellaneous tasks to ensure smooth day-to-day operations.
Performs a variety of administrative support which may include scheduling, booking travel, expense processing and purchasing.
Compiles, coordinate and assist in the collection, processing and submission of data.
Prepares reports and other documentation as requested by area.
Creates and maintains accurate documents and records.