Senior Administrative Assistant, Clinical (IBD) - Hybrid in Nashville TN

Vanderbilt University Medical Center•Nashville, TN

6d•Hybrid

About The Position

The Senior Administrative Assistant, Clinical provides advanced administrative and operational support to the multidisciplinary clinical team in Vanderbilt Health’s Inflammatory Bowel Disease (IBD) program. The role provides direct administrative support to GI physicians, advanced practice providers, a psychologist, psychotherapists, and social workers. It supports patient care by coordinating administrative processes, provider schedules and time away, communications with referring providers, and access to electronic medical records. The position calls for strong organization, attention to detail, discretion with sensitive patient information, independent work, and collaboration across clinical divisions. Employees in this role are expected to work onsite at Vanderbilt Health One Hundred Oaks each week. The position is part of the GI Medicine TVC Admin organization and supports providers and staff through scheduling, correspondence, travel and expense arrangements, supply and facility requests, meeting and event coordination, and related administrative work. The role also uses Outlook, EPIC/Estar, Provation, Excel, Word, Workday, and UKG.

Requirements

High school diploma or GED.
Four years of relevant work experience.
Ability to provide advanced administrative and operational support, work independently with minimal guidance, and collaborate across clinical divisions.
Strong organizational skills, attention to detail, and discretion in handling sensitive patient information.
Experience or capability in clerical and administrative functions such as calendar maintenance, data entry, document preparation and filing, mail distribution, meeting coordination, message management, travel arrangements, and word processing.
Ability to access database information and prepare ad hoc reports.
Ability to analyze data accurately.
Ability to support financial processes by monitoring costs, expenses, and revenue in relation to budgeted amounts.
Knowledge of and adherence to human resources policies and procedures.
Ability to use Outlook, EPIC/Estar, Provation, Excel, Word, Workday, and UKG.

Responsibilities

Create reimbursement requests for travel and other expenses in Workday and schedule flights and hotels through Concur.
Communicate license renewals to Credentialing.
Help facilitate provider onboarding, including communications and arrangements for computers, monitors, printers, supplies, and phones.
Attend meetings.
Order lab coats and send them to Linens for cleaning.
Handle physician communications through email, phones, and message baskets.
Update provider CVs.
Run department errands, open and distribute mail, and send FedEx documents.
Prepare letters, lab results, and other correspondence, and communicate information to patients through mailouts and MHAV.
Contact patients’ primary care providers and referring physicians with lab results and other information through mail or EPIC/Estar.
Arrange luncheons, including setup and cleanup.
Coordinate the Provider Time Out Calendar and provider calendars.
Enter provider time off in the PTA Tool, communicate with schedulers, and follow up in EPIC/Estar to ensure clinics are blocked.
Schedule the IBD Conference Room.
Locate journal articles and email them to providers.
Request work orders through the Facility Management website.
Schedule peer-to-peer calls between providers and insurance companies.
Work with schedulers and nurses to support excellent patient care.
Manage attending schedules for GI Consult and Bleeder Call.
Communicate with faculty and staff regarding patient issues.
Order supplies and escort visiting speakers and guests.
Coordinate interviews for recruiting.
Review brochures for the annual GI Update Conference and participate in conference registration and miscellaneous duties.
Assist administrative assistants in other GI departments when needed.
Train new recruits and perform miscellaneous tasks requested by providers.