Senior Administrative Assistant - ON SITE

Vanderbilt University Medical Center•Nashville, TN

7d•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.
4 years relevant work experience
High School Diploma or GED

Nice To Haves

Human Resources Policies and Procedures (Fundamental Awareness)
Ad Hoc Reporting (Intermediate)
Data Analysis (Intermediate)
Clerical/Administrative (Intermediate)
Financial Processes (Novice)

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.
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.