Administrative Assistant - Division of Epidemiology (Hybrid)

Vanderbilt University Medical Center•Nashville, TN

2d•Hybrid

About The Position

Provides administrative support of an area's activities with occasional guidance. Responds to customer needs by consulting with others as appropriate or by following established guidelines. Organizes flow of daily operations to ensures service priorities are met. The Division of Epidemiology is committed to: Conducting research to enhance and expand our understanding of the distribution and determinants of disease Promoting collaboration aimed at translating research into cost-effective strategies of disease prevention and health care delivery Training independent investigators in epidemiology research and disease prevention Our faculty share a broad interest in the research of genetics, nutrition, and other lifestyle and environmental factors.

Requirements

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.
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. - 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.
2 years of relevant work experience

Responsibilities

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.
The responsibilities listed are a general overview of the position and additional duties may be assigned.