Associate Administrative Assistant - Division of Genetic Medicine & Clinical Pharmacology, Division of Epidemiology (On-Site)

Vanderbilt University Medical Center•Nashville, TN

12h•Onsite

About The Position

Associate Administrative Assistant - Division of Genetic Medicine & Clinical Pharmacology, Division of Epidemiology (On-Site) 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: CP GE Admin Job Summary: The Associate Administrative Assistant will provide essential in-office administrative support to the Division of Genetic Medicine and Clinical Pharmacology as well as the Division of Epidemiology. This role will assist with calendar management for faculty members, travel reimbursement, inventory, and scheduling. . Department Summary: The Division of Genetic Medicine and Clinical Pharmacology is a robust and dynamic division, innovating across its research and clinical missions to integrate genome variation and function to better define biological mechanisms of human disease. A leader in personalized medicine, the division aims to understand how basic molecular, biochemical and cellular processes are altered in various pathological conditions, seeking to identify novel therapeutic interventions for human diseases. The division is closely tied to the Vanderbilt Genetics Institute, which leads the nation in mapping the complex interactions between our genome and human health. 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. 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. PEOPLE ARE AT THE HEART OF ALL WE DO. Our vision: The world leader in advancing personalized health. Our mission: personalizing the patient experience through our caring spirit and distinctive capabilities. Making Health Care Personal. We’re looking for like-minded individuals driven to make a difference. We invite you to explore careers at Vanderbilt University Medical Center. 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’re the largest private employer in Middle Tennessee, with a growing team and expanding footprint in towns and communities across the region. We employ more than 28,000 people who work in inpatient and outpatient clinical care, research, and graduate medical education as well as critical supporting roles in administration, information technology and informatics, finance, legal and community affairs, human resources, communications and marketing, development, facilities, and many more. Our growing health system has more than 1,700 licensed hospital beds at: Vanderbilt University Hospital Monroe Carell Jr. Children’s Hospital at Vanderbilt Vanderbilt Psychiatric Hospital Vanderbilt Stallworth Rehabilitation Hospital Vanderbilt Wilson County Hospital Vanderbilt Bedford Hospital Vanderbilt Tullahoma-Harton Hospital It’s also home to hundreds of outpatient clinic and surgical locations throughout the region. We serve our community with many unique and specialized services including the Level 1 Trauma Center, a highly experienced Transplant Center that does the most heart transplants in the world, a National Cancer Institute-designated Comprehensive Cancer Center, Lung Institute, Burn Center and many more. World-leading academic departments and centers make scientific discoveries, advance clinical care and train the next generation of health care professionals. Our robust research enterprise consistently ranks among the highest in the country as measured by peer-reviewed grant funding from the National Institutes of Health. We’re honored to be consistently considered among the nation’s best hospitals, including being nationally ranked in multiple medical specialties for treating the most complex conditions in adults and children by US News and World Report. Monroe Carell Jr. Children’s Hospital at Vanderbilt ranked as the No. 1 children’s hospital in the southeast in 2024. 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. Join us in Making Health Care Personal.

Requirements

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.
Relevant Work Experience Experience Level: Less than 1 year
Education: High School Diploma or GED

Responsibilities

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.

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