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

Vanderbilt University Medical Center•Nashville, TN

2d•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 division. This role will provide essential support to a busy Division Director and other faculty members, requiring strong written and oral communication skills and a self-starter attitude. The position is crucial for ensuring the smooth functioning of office operations within the Division of Allergy, Pulmonary and Critical Care Medicine, which is dedicated to delivering world-class clinical care, leading cutting-edge research, and providing state-of-the-art education.

Requirements

5 years of relevant work experience
High School Diploma or GED

Responsibilities

Act as gatekeeper and assist busy Division Director in a supportive role, including scheduling meetings, calendar management, visitor coordination and support, procurement, and expense report preparation.
Coordinate travel arrangements, including flights, hotels, and ground transportation, and submit travel expenses for reimbursement.
Manage and coordinate events, including venue, vendor, and meal selection, audio visual setup, procurement and setup of necessary decor and supplies, and vendor management.
Utilize Microsoft Office Suite for email, document preparation, spreadsheets, and presentations.
Cooperatively work 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.
Perform non-routine tasks that significantly impact the team and other related teams.
Gather and analyze data to solve problems that arise with little or no precedent.
Apply advanced job knowledge and develop a breadth of skills in other areas.
Serve as a lead for the team by providing expertise and guidance to team members.
Develop self and others by investing time, energy, and enthusiasm to improve performance and gain knowledge in new areas.
Build and maintain relationships by maintaining regular contact with key colleagues and stakeholders.
Communicate effectively by recognizing group interactions and modifying communication style for different situations and audiences.
Serve others with compassion by seeking to understand current and future needs of stakeholders and customizing services.
Solve complex problems by approaching them from different angles and identifying new possibilities.
Offer meaningful advice and support by providing ongoing coaching.
Perform excellent work by engaging in dialogue about quality and addressing quality issues promptly.
Ensure continuous improvement by applying learning experiences and identifying ways to resolve underlying causes of problems.
Fulfill safety and regulatory requirements by understanding aspects of providing a safe environment and performing routine safety checks.
Demonstrate accountability by focusing on and driving critical issues to closure.
Steward organizational resources by applying understanding of departmental work to effectively manage resources.
Make data-driven decisions by identifying and elevating opportunities.
Generate new ideas by proactively identifying opportunities to improve processes.
Apply technology by demonstrating enthusiasm for learning new tools and procedures.
Adapt to change by viewing difficult situations as opportunities for improvement and embracing change.