Legal Assistant (Office of Legal Affairs) - HYBRID

Vanderbilt University Medical Center•Nashville, TN

1d•Hybrid

About The Position

Performs administrative and legal support related duties of a complex nature with minimal guidance. The responsibilities listed are a general overview of the position and additional duties may be assigned. 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

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.
Document Management (Intermediate): The use of a computer system and software to store, manage and track electronic documents and electronic images of paper-based information captured through the use of a document scanner.
Project Tracking & Reporting (Novice): The ability to track the progress of a project and report on the status.
Human Resources Policies and Procedures (Novice): Knowledge, adherence and application of human resources policies and procedures.
Ad Hoc Reporting (Novice): The ability to access information from databases and prepare reports.
Data Analysis (Novice): The ability to analyze data in an accurate manner.
Relevant Work Experience
3 years
High School Diploma or GED

Nice To Haves

Provides guidance to entry level co-workers.
Continuously improves own skills by identifying development opportunities.
Seeks to understand colleagues' priorities, working styles and develops relationships across areas.
Openly shares information with others and communicates in a clear and courteous manner.
Invests time to understand the problems, needs of others and how to provide excellent service.
Seeks to understand issues, solves routine problems, and raises proper concerns in a timely manner.
Listens carefully to understand the issues and provides accurate information and support.
Checks work quality before delivery and asks relevant questions to meet quality standards.
Demonstrates basic knowledge of conditions that affect safety and reports unsafe conditions to the appropriate person or department.
Takes responsibility for completing assigned activities and thinks beyond standard approaches to provide high-quality work/service.
Displays understanding of how personal actions will impact departmental resources.
Uses accurate information and good decision making to consistently achieve results on time and without error.
Willingly proposes/accepts ideas or initiatives that will impact day-to-day operations by offering suggestions to enhance them.
Absorbs new technology quickly; understands when to utilize the appropriate tools and procedures to ensure proper course of action.
Embraces changes by keeping an open mind to changing plans and incorporates change instructions into own area of work.

Responsibilities

Performs a variety of administrative support which may include scheduling, logistical arrangements, booking travel, expense processing, purchasing, renewing licenses/memberships and maintain on call schedules.
Maintain and file electronic and hard copy files/documents/correspondences/etc. for attorneys and prepare inventory of files to be moved to archives.
Maintain and update matters and matter details and proactively assist the attorneys in managing their matters/requests.
Assist in preparation for certain legal proceedings, draft legal correspondence, prepare medical center documents for certification by attorney.