Lead Administrative Assistant

Vanderbilt University Medical Center•Nashville, TN

23h•Onsite

About The Position

This is a request to backfill this position. This position provides comprehensive administrative support to the Vice-Chair for Surgical Research and associated faculty. Responsibilities include handling highly confidential information, managing faculty appointments and promotions, coordinating complex calendars and travel, processing expenses and credentialing, and serving as a liaison between faculty and staff. The role involves organizing meetings and events, supporting research and lab operations, maintaining office records, assisting with administrative tasks like correspondence and data organization, and managing multiple projects with shifting priorities. It also supports lab members with logistics such as shipping research materials and coordinating meetings and travel. 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.

Requirements

5 years relevant work experience
High School Diploma or GED

Nice To Haves

Organizational Impact: Independently performs non-routine tasks that significantly impact team and other related teams.
Problem Solving/ Complexity of work: Gathers and analyzes data to solve problems that arise with little or no precendent.
Breadth of Knowledge: Applies advanced job knowledge and has developed a breadth of skills in other areas.
Team Interaction: Serves as a lead for the team by providing expertise and guidance to team members.
Supporting Colleagues: - Develops Self and Others: Invests time, energy, and enthusiasm in developing self/others to help improve performance and gain knowledge in new areas.
Builds and Maintains Relationships: Maintains regular contact with key colleagues and stakeholders using formal and informal opportunities to expand and strengthen relationships.
Communicates Effectively: Recognizes group interactions and modifies one's own communication style to suit different situations and audiences.
Delivering Excellent Services : - Serves Others with Compassion: Seeks to understand current and future needs of relevant stakeholders and customizes services to better address them.
Solves Complex Problems: Approaches problems from different angles; Identifies new possibilities to interpret opportunities and develop concrete solutions.
Offers Meaningful Advice and Support: Provides ongoing support and coaching in a constructive manner to increase employees' effectiveness.
Ensuring High Quality : - Performs Excellent Work: Engages regularly in formal and informal dialogue about quality; directly addresses quality issues promptly.
Ensures Continuous Improvement: Applies various learning experiences by looking beyond symptoms to uncover underlying causes of problems and identifies ways to resolve them.
Fulfills Safety and Regulatory Requirements: Understands all aspects of providing a safe environment and performs routine safety checks to prevent safety hazards from occurring.
Managing Resources Effectively : - Demonstrates Accountability: Demonstrates a sense of ownership, focusing on and driving critical issues to closure.
Stewards Organizational Resources: Applies understanding of the departmental work to effectively manage resources for a department/area.
Makes Data Driven Decisions: Demonstrates strong understanding of the information or data to identify and elevate opportunities.
Fostering Innovation: - Generates New Ideas: Proactively identifies new ideas/opportunities from multiple sources or methods to improve processes beyond conventional approaches.
Applies Technology: Demonstrates an enthusiasm for learning new technologies, tools, and procedures to address short-term challenges.
Adapts to Change: Views difficult situations and/or problems as opportunities for improvement; actively embraces change instead of emphasizing negative elements.

Responsibilities

Process a high level of extremely confidential and sensitive information relating to faculty affairs, research & grant activities, and personnel issues; Screen and handle complex incoming phone calls; Process incoming and outgoing mail
Monitor and help process faculty appointments, reappointments, and promotions
Process VA credentialing for Vice Chair
Liaison between faculty and staff for Vice Chair, resolving issues or escalating to appropriate person
Arrange and coordinate complicated calendars, including extensive travel, difficult meeting schedules, appointments, expertly anticipating needs and changes, constantly rearranging priorities as appropriate
Make travel arrangements for Vice Chair, other Surgical Research faculty, and visiting speakers
Submit expenses for reimbursement or payment via Workday (i.e. travel, check request), reviewing expenses for compliance with departmental and Vanderbilt policies
Plan meetings for various committees with members from many different departments and coordinate special events and other activities
Manage multiple projects concurrently, meeting deadlines, adapting to shifting priorities
Providing support for activities on national committees or other professional affiliations.
Prepare agendas, memos, and correspondence on behalf of Vice Chair
Assist other faculty with various administrative details….scanning, saving files electronically, creating spreadsheets, etc.
Develop and maintain all appropriate office files relating to personnel, budget & grant activities, and all affiliated matters within the office of the Vice Chair
Support Vice Chair with lab activities including scheduling weekly or bi-weekly personnel meetings, scheduling interviews for potential research faculty.
This position also supports lab members, such as prepare FedEx labels for national and international research samples; occasionally schedule their “defense committee” meetings; travel arrangements for lab faculty/staff.