Senior Administrative Assistant - ON SITE

Vanderbilt University Medical Center•Nashville, TN

12h•Onsite

About The Position

In your pivotal role as Senior Administrative Assistant, you will provide high-level administrative and operational support to a team of up to 8 Pediatric Urologists and 2 Nurse Practitioners. Your exceptional organizational skills and proactive approach will ensure seamless execution of daily tasks, allowing providers to focus on delivering excellent patient care. In addition to outlined Key Responsibilities, you will also take ownership of critical administrative functions such as: Calendar management of busy, complex schedules to include appointments, meetings & travel. Monitor/maintain/renew/pay memberships, dues, and licensures ensuring timely renewals/compliance. Agenda preparation, event/catering coordination, timely preparation of expense reimbursement reports in adherence with Vanderbilt Health and Departmental policies. Creation and updating of SOPs. Accurate management of provider time away, coordination of recredentialing and reappointment processes, making travel arrangements, management of call schedules and other duties as assigned. The work schedule is Mon-Fri, traditional daytime business hours. This position is 100% on site at the Monroe Carell Jr. Children's Hospital at Vanderbilt in Nashville, TN.

Requirements

Proven experience as an Administrative Assistant, preferably supporting multiple high-level professionals.
Exceptional organizational and time-management skills with the ability to prioritize and multitask effectively.
Strong attention to detail and accuracy in all aspects of work.
Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint & Teams).
Excellent communication and interpersonal skills to liaise confidently with internal and external stakeholders.
Proactive problem-solving mindset and the ability to work independently in a fast paced environment.
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.
Organizational Impact: Performs non-routine tasks that significantly impact team's performance with minimal guidance.
Problem Solving/ Complexity of work: Conducts research and analysis to solve some non-routine problems.
Breadth of Knowledge: Applies broad job knowledge and has basic job skills in other areas.
Team Interaction: Provides informal guidance and support to less experienced team members.
Supporting Colleagues: - Develops Self and Others: Continuously improves own skills by identifying development opportunities.- Builds and Maintains Relationships: Seeks to understand colleagues' priorities, working styles and develops relationships across areas. - Communicates Effectively: Openly shares information with others and communicates in a clear and courteous manner.
Delivering Excellent Services: - Serves Others with Compassion: Invests time to understand the problems, needs of others and how to provide excellent service. - Solves Complex Problems: Seeks to understand issues, solves routine problems, and raises proper concerns in a timely manner. - Offers Meaningful Advice and Support: Listens carefully to understand the issues and provides accurate information and support.
Ensuring High Quality: - Performs Excellent Work: Checks work quality before delivery and asks relevant questions to meet quality standards.- Ensures Continuous Improvement: Shows eagerness to learn new knowledge, technologies, tools or systems and displays willingness to go above and beyond.- Fulfills Safety and Regulatory Requirements: Demonstrates basic knowledge of conditions that affect safety and reports unsafe conditions to the appropriate person or department.
Managing Resources Effectively: - Demonstrates Accountability: Takes responsibility for completing assigned activities and thinks beyond standard approaches to provide high-quality work/service. - Stewards Organizational Resources: Displays understanding of how personal actions will impact departmental resources. - Makes Data Driven Decisions: Uses accurate information and good decision making to consistently achieve results on time and without error.
Fostering Innovation: - Generates New Ideas: Willingly proposes/accepts ideas or initiatives that will impact day-to-day operations by offering suggestions to enhance them. - Applies Technology: Absorbs new technology quickly; understands when to utilize the appropriate tools and procedures to ensure proper course of action. - Adapts to Change: Embraces changes by keeping an open mind to changing plans and incorporates change instructions into own area of work.
4 years of relevant work experience.

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.