Lead AA- Thoracic Surgery - HYBRID

Vanderbilt University Medical Center•Nashville, TN

6d•Hybrid

About The Position

Bring your expertise, initiative, and professional presence to a team that depends on a strong administrative partner. As a Lead Administrative Assistant, you’ll serve as a primary resource for day-to-day operations, providing high-level administrative and business support to 3-4 faculty members with a high degree of independence. You’ll help keep priorities moving, anticipate needs before they arise, and act as a key liaison with internal and external partners—ensuring communication, coordination, and execution stay on track. A key part of your impact in this role will be helping the faculty you support remain credentialed and compliant—tracking requirements, monitoring deadlines, coordinating documentation, and following through to ensure credentialing stays current and issues are resolved quickly.

Requirements

Advanced administrative expertise, including calendar management, document preparation, meeting coordination, travel arrangements, spreadsheets, and professional communication.
Working knowledge of financial processes and comfort monitoring expenses against budgets.
Experience accessing information from systems and producing ad hoc reports.
Strong attention to detail and the ability to organize data and spot trends/patterns to support team needs.
A foundational understanding of HR policies and procedures and good judgment when handling sensitive information.
High School Diploma/GED
Minimum of 5 years of relevant experience
Clerical/Administrative (Advanced): 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.
Financial Processes (Intermediate): Ability to monitor costs, expenses and revenue as well as the ability to manage those costs and expenses in relation to budgeted amounts.
Ad Hoc Reporting (Intermediate): The ability to access information from databases and prepare reports.
Analytical Skills (Novice): The process of identifying, evaluating, interpreting and organizing data. It includes sorting through data to identify patterns and establish relationships for decision making.
Human Resources Policies and Procedures (Novice): Knowledge, adherence and application of human resources policies and procedures.

Nice To Haves

(Bonus) Exposure to or interest in research-related support—not required, but a plus.
Research-related support experience not required, but strongly preferred

Responsibilities

Own essential administrative functions and represent the area with professionalism, discretion, and strong customer service.
Proactively manage workflows, priorities, and deadlines, helping the team stay organized, prepared, and responsive.
Coordinate and support area initiatives, including meetings, scheduling, travel, special projects, and cross-functional follow-through.
Stay on top of faculty credentialing activities, including monitoring due dates, organizing/collecting required materials, coordinating with internal partners, and ensuring timely completion of credentialing steps.
Compile, analyze, and summarize information to support decision-making and operational planning.
Assist with financial and budget-related activities, including tracking, preparing, and organizing budgetary data.
Performs key administrative functions which may include serving as representative of the organizational area.
Proactively facilitates and manages administrative functions.
Supports and coordinates area initiatives.
Compiles data, analyzes information and summarizes findings in support of an area.
Analyzes and prepares budgetary data.