Lead Administrative Assistant – Allergy/Pulmonary – Rock Stars Apply!

Vanderbilt University Medical Center•Nashville, TN

23h•Onsite

About The Position

Vanderbilt University Medical Center (VUMC) is seeking a smart, organized, detail-oriented, and friendly administrative assistant to join the Allergy, Pulmonary and Critical Care Medicine division. This individual will support a busy Division Director and other faculty members, requiring strong written and oral communication skills and a self-starter attitude. The role involves ensuring the smooth functioning of office operations and may include additional duties as assigned. VUMC is committed to an environment where everyone can thrive and where uniqueness is celebrated, fostering a sense of purpose and pride in work.

Requirements

5 years of relevant work experience
High School Diploma or GED
Strong written and oral communication skills
Self-starter attitude

Nice To Haves

Experience supporting a Division Director and other faculty members
Proficiency in Microsoft Office Suite (email, document preparation, spreadsheets, presentations)

Responsibilities

Act as gatekeeper and assist busy Division Director in a supportive role, which may include scheduling meetings, calendar management, visitor coordination and support, procurement, and expense report preparation.
Coordinate travel arrangements, including flights, hotels, and ground transportation.
Submit travel expenses for reimbursement for appropriate expenditures.
Manage and coordinate events, including venue, vendor, and meal selection, audio visual setup, procurement and setup of necessary decor and supplies, including vendor management.
Utilize Microsoft Office for email, document preparation, spreadsheets, presentations, etc.
Cooperate with other administrative staff to support the Division Director, faculty, staff, fellows, and students.
Assist research faculty in calendar management, scheduling, travel arrangements, and reimbursements.
Ensure the smooth functioning of office operations.