Administrative Assistant - Applied Innovation Department - Onsite, Nashville TN

Vanderbilt University Medical Center • Nashville, TN

4d • Onsite

About The Position

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

• 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
• 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.

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.

Benefits

• At VUMC, we place a priority on designing with and for our patients and families.
• We value collaboration, embrace continuous learning and discovery, and seek to be a place where everyone has the chance to thrive.
• We support each other and encourage excellence among all who are part of our workforce.
• High-achieving employees stay at VUMC for professional growth, appreciation of benefits, and a sense of community and purpose.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 5,001-10,000 employees