Senior Administrative Assistant - Operational Support, Onsite in Nashville TN

Vanderbilt University Medical Center•Nashville, TN

3d•Onsite

About The Position

The Senior Administrative Assistant provides high-level administrative and operational support for clinical research activities, ensuring the seamless coordination of site visits, stakeholder meetings, research-related projects, and departmental initiatives. This role serves as a key liaison between internal research teams, principal investigators (PIs), vendors, and other business partners. The Senior Administrative Assistant will coordinate and manage complex scheduling for sponsor monitoring visits, audits, site visits, and facility tours within the clinical research environment. The ideal candidate is highly organized, detail-oriented, technically savvy, and able to manage multiple priorities while maintaining strict confidentiality and meeting critical deadlines.

Requirements

3–5 years of experience in administrative coordination, operations support, project coordination, clinical research support, or a related field.
Experience managing complex calendars and coordinating multiple stakeholders.
Strong organizational skills with exceptional attention to detail.
Ability to manage competing priorities in a fast-paced environment.
Demonstrated ability to handle confidential and sensitive information with discretion.
Experience supporting clinical research, healthcare, academic medicine, or pharmaceutical environments.
Proficiency with Workday.
Advanced knowledge of Microsoft Office Suite (Outlook, Excel, Word, PowerPoint, Teams).
Strong written and verbal communication skills.
Tech-savvy with the ability to learn new systems and tools quickly.
Relevant Work Experience
Experience Level: 4 years
Education: High School Diploma or GED

Nice To Haves

Human Resources Policies and Procedures (Fundamental Awareness): Knowledge, adherence and application of human resources policies and procedures.
Ad Hoc Reporting (Intermediate): The ability to access information from databases and prepare reports.
Data Analysis (Intermediate): The ability to analyze data in an accurate manner.
Clerical/Administrative (Intermediate): 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.
Financial Processes (Novice): Ability to monitor costs, expenses and revenue as well as the ability to manage those costs and expenses in relation to budgeted amounts.

Responsibilities

Performs a variety of administrative support which may include, but not limited to, scheduling, booking travel and budget reconciliation.
Ensures data/records are created and maintained to document financial, planning, correspondence, procedures, processes and other information.
Compiles data, analyzes information and summarizes findings in support of an area.
Prepares reports and other documentation as requested.
The responsibilities listed are a general overview of the position and additional duties may be assigned.