Senior Administrative Assistant - HYBRID

Vanderbilt University Medical Center•Nashville, TN

1d•Hybrid

About The Position

In your pivotal role as Sr. Administrative Assistant, you will provide high-level administrative support to multiple faculty members and departmental leaders while also supporting the department broadly. You will coordinate complex scheduling, manage faculty administrative needs (including expense support), support departmental processes such as onboarding, and provide cross-coverage for other administrative staff. You are the ideal candidate if you are a proactive problem-solver who takes initiative, demonstrates strong judgment, and consistently delivers accurate, detail-oriented work. Primary support for approximately 4–5 faculty members and departmental leaders (with flexibility to support additional leaders as needs evolve) Department-wide support as assigned (e.g., faculty expense report assistance) Backup/cross-coverage support for other Administrative Assistants during absences and peak workload periods

Requirements

High school diploma or GED required
2+ years of administrative support experience (faculty/executive support strongly preferred)
Demonstrated experience with complex scheduling and calendar coordination
Proficiency in common office software (e.g., Outlook, Word, Excel, Teams/Zoom) and ability to learn new systems quickly
Strong written and verbal communication skills
Proven ability to manage multiple priorities with accuracy and professionalism
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.
Experience Level: 4 years
Education: High School Diploma or GED

Nice To Haves

Associate or bachelor’s degree preferred
Experience in an academic, clinical, or healthcare department environment
Experience with expense reporting systems and finance/expense documentation workflows
Experience supporting multiple leaders simultaneously in a fast-paced setting

Responsibilities

Provide day-to-day administrative support to assigned faculty and leaders, anticipating needs and responding with appropriate urgency and discretion
Serve as a key point of contact for faculty administrative matters, prioritizing requests and coordinating solutions across stakeholders
Draft, edit, and format correspondence and other documents as needed
Manage and coordinate complex calendars and scheduling needs for supported leaders and faculty (e.g., multi-party, cross-department, high-priority scheduling)
Arrange meetings with internal and external participants, ensuring logistics are confirmed (time zones, locations/virtual links, agendas, materials, and follow-ups)
Proactively identify scheduling conflicts and propose solutions and alternatives
Support departmental processes and administrative workflows, including assisting with onboarding tasks and other operational activities
Help coordinate departmental tasks, deadlines, and process steps to ensure smooth execution and timely completion
Identify opportunities to improve administrative efficiency and implement changes within scope of role
Assist faculty with expense reporting and related documentation in accordance with institutional/department policies
Track needed receipts, approvals, and supporting documentation; follow up to ensure submissions are complete, accurate, and timely
Communicate clearly with faculty and departmental partners regarding expense status and requirements
Evaluate situations, determine what is needed, and take initiative to resolve issues—escalating appropriately when necessary
Use sound judgment when managing competing priorities, confidential information, and time-sensitive requests
Maintain strong attention to detail to prevent errors and ensure work products are accurate and complete
Provide coverage for other Administrative Assistants as part of standard cross-coverage expectations
Share knowledge, maintain coverage documentation, and ensure continuity of service when team members are out
Collaborate with administrative colleagues to distribute workload and support departmental needs
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.