Lead Administrative Assistant - ON SITE
About The Position
The Lead Administrative Assistant serves as the central administrative contact for the Pediatric Genetics division, supporting faculty, staff, learners, students, and visitors. The role supports the division’s effective day-to-day operations through calendar and meeting management, event and educational activity coordination, interview and guest visit planning, onboarding support, administrative and financial processing, supply management, and operational assistance. The position also serves as a trusted resource for administrative processes and helps provide a positive experience for division members and visitors. This is an on-site role at Vanderbilt Medical Center North, 1211 21st Ave. S., Nashville, Tennessee. The schedule is Monday through Friday during standard daytime business hours. The position requires a high school diploma or GED and five years of relevant experience. It calls for strong organizational, communication, and customer service skills; the ability to manage competing priorities and deadlines; proficiency with scheduling, office, financial, and administrative systems; and discretion when handling sensitive information.
Requirements
- High school diploma or GED.
- Five years of relevant experience.
- Strong organizational, communication, and customer service skills.
- Ability to manage multiple priorities and deadlines.
- Proficiency with scheduling, office, financial, and administrative systems.
- Attention to detail and ability to handle sensitive information with discretion.
- Intermediate capability in financial processes, including monitoring and managing costs and expenses in relation to budgeted amounts.
- Advanced clerical and administrative capability, including functions such as calendar maintenance, document preparation and filing, inventory management, meeting coordination, travel arrangements, and word processing.
- Intermediate capability in ad hoc reporting, including accessing database information and preparing reports.
- Novice knowledge of analytical skills and human resources policies and procedures.
Responsibilities
- Manage calendars, scheduling, and administrative support for department leadership.
- Coordinate meetings, educational activities, and departmental events.
- Organize interviews, visitor itineraries, onboarding activities, and learner schedules.
- Maintain schedules, calendars, and coverage tracking systems.
- Prepare and process administrative and financial documents, including travel, reimbursements, and personnel requests.
- Coordinate departmental communications and distribute routine updates.
- Order and maintain office and departmental supplies.
- Support operational needs by submitting service requests and resolving administrative issues.
- Serve as a primary resource for administrative processes and provide guidance to staff as needed.
- Assist with special projects and initiatives to support departmental goals.
Benefits
- Comprehensive benefits package that may include health, disability, retirement, and wellness offerings.
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What This Job Offers
Job Type
Full-time
Career Level
Senior
Education Level
High school or GED
