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

Vanderbilt University Medical Center•Nashville, TN

8h•Hybrid

About The Position

The Senior Administrative Assistant, Clinical provides advanced administrative and operational support to a multidisciplinary team in Vanderbilt Health’s Inflammatory Bowel Disease (IBD) program. The role supports GI physicians, advanced practice providers, a psychologist, psychotherapists, and social workers. It coordinates administrative processes, provider scheduling and time-away management, communication with referring providers, and access to electronic medical records in support of patient care. The position calls for strong organizational skills, attention to detail, discretion when handling sensitive patient information, and the ability to work independently while collaborating across clinical divisions. The position is hybrid, with employees expected to work onsite at Vanderbilt Health One Hundred Oaks each week. It provides support with provider calendars and onboarding, correspondence and patient communications, travel and expense arrangements, meetings and conferences, supplies, and related department operations. The role also works with schedulers and nurses to support patient care, assists colleagues in other GI departments when needed, and trains new recruits.

Requirements

High school diploma or GED.
Four years of relevant work experience.
Knowledge of human resources policies and procedures at a fundamental-awareness level.
Intermediate ability in ad hoc reporting, clerical and administrative functions, and data analysis.
Novice-level ability with financial processes, including monitoring costs, expenses, and revenue in relation to budgeted amounts.
Ability to use Outlook, EPIC/Estar, Provation, Excel, Word, Workday, and UKG.
Strong organizational skills, attention to detail, discretion with sensitive patient information, and ability to work independently and collaboratively.

Responsibilities

Create reimbursement requests for travel and other expenses in Workday.
Schedule flights and hotels in Concur.
Communicate license renewals to Credentialing.
Help facilitate provider onboarding, including communications and arranging 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.
Handle 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 providers’ calendars.
Enter providers’ 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 physicians’ GI Consult and Bleeder Call schedules.
Communicate with faculty and staff regarding patient issues.
Order supplies and escort visiting speakers and guests.
Coordinate interviews during recruiting.
Review brochures for the annual GI Update Conference and participate in registration and miscellaneous conference duties.
Assist administrative assistants in other GI departments when needed.
Train new recruits and perform miscellaneous tasks requested by providers.