Lead Administrative Assistant - On Site

Vanderbilt University Medical Center•Nashville, TN

17h•Onsite

About The Position

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: VMAC Job Summary: The Vanderbilt Memory and Alzheimer’s Center seeks qualified applicants for a Lead Administrative Assistant. In this pivotal role, you will serve as the initial point of contact, including acting as a primary resource for the day-to-day operations of the Vanderbilt Memory and Alzheimer’s Center, an interdisciplinary program with more than 50 team members and a $10M+ annual operating budget. You will also support scheduling and administrative needs for the Center Director. Ideally, you will have academic administrative assistant experience, including experience with calendar management and proficiency in all Microsoft applications, including Word, Excel, Outlook, and PowerPoint. You should also have excellent organizational, time management, and interpersonal skills; self-discipline; exceptional attention to detail; ability to master responsibilities quickly and independently while working collaboratively as part of an interdisciplinary team in a fast-paced environment; and understand the challenges of working in a fast paced and growing Center. Minimum Requirements: This position requires a minimum of HS diploma or GED and 5 years of relevant experience. Bachelor’s degree preferred. The successful candidate will possess and demonstrate extraordinary attention to detail, the ability to manage multiple projects and deadlines simultaneously while remaining helpful and courteous, be extremely organized, efficient and detail oriented and be a team player and self-starter. Additionally, the candidate should possess excellent communication and interpersonal skills. Successful candidates will have solid computer skills and facility with various office technology and software. You will work on site, 40 hours weekly, Monday-Friday, traditional daytime business hours at the VUMC office at Crystal Terrace, located at 3319 West End Ave. . DEPARTMENT SUMMARY: At the Vanderbilt Memory and Alzheimer's Center, we are at the forefront of advancing knowledge in Alzheimer's disease prevention, early diagnosis, and treatment. Through our research, we aim to pave the way for a new era of understanding and managing Alzheimer's disease and related dementias. For additional information, please visit https://www.vumc.org/vmac/home. Expected responsibilities include but are not limited to the following: Maintain full oversight and serve as point of contact for Center space and facilities needs, including serving as a liaison with the Center’s building management team; communicating any service interruptions to Center faculty, staff, and trainees; reporting issues with facilities maintenance and submitting service tickets for repairs; managing capital equipment inventory; coordinating facility and space reservations; coordinating staff and faculty relocations; and distributing and maintaining faculty/staff/trainee facility building access codes. Independently complete advanced administrative activities, including but not limited to document preparation and maintenance; faxing; photocopying; word processing; emailing; sorting and distributing mail and packages. Coordinate and schedule faculty and staff meetings across participants from more than a dozen departments, institutes, and centers. Assist with tracking staff and trainee leave time. Interact with departmental administration regarding personnel matters. With minimal supervision, monitor Center expenses, maintain appropriate paperwork and documentation for purchases, reconcile discrepancies, and serve as a key resource for all team members on purchasing and reimbursement procedures. Coordinate fellow and faculty recruitment activities, including scheduling onsite interviews, booking applicant travel and accommodations, developing interview itineraries, serving as the primary point of contact for all visitors, and processing visitor reimbursement paperwork. Serve as custodian of Center procurement Card and Travel and Entertainment card. Procure all Center supplies and track/reconcile all P-Card charges for entire Center. Independently manage the Center’s guest lecture series for internationally recognized scientists in Alzheimer’s disease and related dementias, including scheduling visitors, booking guest travel and accommodations, developing guest itineraries, completing space and facility reservations, securing appropriate approvals for continuing medical education credits for lectures, advertising lectures, coordinating catering needs, serving as the primary point of contact for all visitors, and processing visitor reimbursement and honorarium paperwork. Support Center human resource and personnel needs, including coordinating recruitment visits and interviews and completing new team member onboarding with a detailed knowledge of human resource, departmental, and Center policies and procedures. Maintain and update Center faculty and staff phone list, trainee workspace assignments, computer and laptop inventory, software inventory, audiovisual inventory, and door access codes. Responsible for issuing, ordering, and tracking keys for Center. Manage faculty calendars using Outlook; prepare extensive travel arrangements and associated reimbursements for faculty several times each month; and maintain supply inventory. Book travel for all Center guests, including keynote speakers, guest series lecturers, collaborators, fellow recruits, staff recruits, and research participants who have relocated to other parts of the country. May perform other duties as assigned

Requirements

This position requires a minimum of HS diploma or GED and 5 years of relevant experience.
The successful candidate will possess and demonstrate extraordinary attention to detail, the ability to manage multiple projects and deadlines simultaneously while remaining helpful and courteous, be extremely organized, efficient and detail oriented and be a team player and self-starter.
Additionally, the candidate should possess excellent communication and interpersonal skills.
Successful candidates will have solid computer skills and facility with various office technology and software.
TECHNICAL CAPABILITIES • 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.
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.
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

Bachelor’s degree preferred.
Ideally, you will have academic administrative assistant experience, including experience with calendar management and proficiency in all Microsoft applications, including Word, Excel, Outlook, and PowerPoint.
You should also have excellent organizational, time management, and interpersonal skills; self-discipline; exceptional attention to detail; ability to master responsibilities quickly and independently while working collaboratively as part of an interdisciplinary team in a fast-paced environment; and understand the challenges of working in a fast paced and growing Center.

Responsibilities

Maintain full oversight and serve as point of contact for Center space and facilities needs, including serving as a liaison with the Center’s building management team; communicating any service interruptions to Center faculty, staff, and trainees; reporting issues with facilities maintenance and submitting service tickets for repairs; managing capital equipment inventory; coordinating facility and space reservations; coordinating staff and faculty relocations; and distributing and maintaining faculty/staff/trainee facility building access codes.
Independently complete advanced administrative activities, including but not limited to document preparation and maintenance; faxing; photocopying; word processing; emailing; sorting and distributing mail and packages.
Coordinate and schedule faculty and staff meetings across participants from more than a dozen departments, institutes, and centers.
Assist with tracking staff and trainee leave time.
Interact with departmental administration regarding personnel matters.
With minimal supervision, monitor Center expenses, maintain appropriate paperwork and documentation for purchases, reconcile discrepancies, and serve as a key resource for all team members on purchasing and reimbursement procedures.
Coordinate fellow and faculty recruitment activities, including scheduling onsite interviews, booking applicant travel and accommodations, developing interview itineraries, serving as the primary point of contact for all visitors, and processing visitor reimbursement paperwork.
Serve as custodian of Center procurement Card and Travel and Entertainment card.
Procure all Center supplies and track/reconcile all P-Card charges for entire Center.
Independently manage the Center’s guest lecture series for internationally recognized scientists in Alzheimer’s disease and related dementias, including scheduling visitors, booking guest travel and accommodations, developing guest itineraries, completing space and facility reservations, securing appropriate approvals for continuing medical education credits for lectures, advertising lectures, coordinating catering needs, serving as the primary point of contact for all visitors, and processing visitor reimbursement and honorarium paperwork.
Support Center human resource and personnel needs, including coordinating recruitment visits and interviews and completing new team member onboarding with a detailed knowledge of human resource, departmental, and Center policies and procedures.
Maintain and update Center faculty and staff phone list, trainee workspace assignments, computer and laptop inventory, software inventory, audiovisual inventory, and door access codes.
Responsible for issuing, ordering, and tracking keys for Center.
Manage faculty calendars using Outlook; prepare extensive travel arrangements and associated reimbursements for faculty several times each month; and maintain supply inventory.
Book travel for all Center guests, including keynote speakers, guest series lecturers, collaborators, fellow recruits, staff recruits, and research participants who have relocated to other parts of the country.
May perform other duties as assigned