Associate Administrative Assistant - Hybrid, Nashville TN

Vanderbilt University Medical Center•Nashville, TN

3d•Hybrid

About The Position

Discover Vanderbilt Health: With eight hospitals and over 180 clinics, we are the region’s largest comprehensive academic health system. Vanderbilt Health has a long tradition of providing world-class care to the people of the Mid-South, living out our mission of moving medicine forward through preeminent programs in patient care, education and research. Here you’ll find a spirit of collaboration and a supportive community where your expertise is valued, your knowledge expanded and your uniqueness celebrated. We are committed to fostering an environment where talented, compassionate people are united in bringing the most advanced care to our neighbors throughout the region. Organization: GECPEP Faculty Excellence Team A Lead

Requirements

High School Diploma or GED
Less than 1 year of relevant work experience

Nice To Haves

Strong organizational and time management skills with the ability to manage multiple priorities
Excellent written and verbal communication skills
High attention to detail and accuracy
Calendar management and meeting coordination experience
Event planning and logistics coordination skills
Travel arrangement and expense reimbursement experience
Customer service and interpersonal skills
Ability to work independently and collaboratively in a team environment
Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
Experience managing confidential and sensitive information
Strong problem-solving and administrative support capabilities
Communication (Fundamental Awareness): Clearly, effectively and respectfully communicates to employees or customers.
Ad Hoc Reporting (Fundamental Awareness): The ability to access information from databases and prepare reports.
Clerical/Administrative (Fundamental Awareness): 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.
Document Management (Fundamental Awareness): 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.
Calendar Maintenance (Fundamental Awareness): 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.

Responsibilities

Preparing and submitting expense reimbursements
Coordinating meetings
Processing miscellaneous payments
Maintaining and updating iLab records
Placing orders through Workday
Assisting with event planning, travel arrangements, and visiting speaker coordination
Distributing mail
Managing conference room reservations and calendars
Performing other administrative duties as assigned
Performs a variety of administrative support which may include correspondence, calendar/meeting scheduling and/or mail processing.
Maintains files and processes file requests.
Coordinates ordering of supplies and equipment.
Provides accurate and timely support via phone, in person, or in writing.
The responsibilities listed are a general overview of the position and additional duties may be assigned.