Senior Administrative Assistant - Onsite, Nashville TN

Vanderbilt University Medical Center • Nashville, TN

16h • Onsite

About The Position

Discover Vanderbilt University Medical Center: Located in Nashville, Tennessee, and operating at a global crossroads of teaching, discovery, and patient care, VUMC is a community of individuals who come to work each day with the simple aim of changing the world. It is a place where your expertise will be valued, your knowledge expanded, and your abilities challenged. Vanderbilt Health is committed to an environment where everyone has the chance to thrive and where your uniqueness is sought and celebrated. It is a place where employees know they are part of something that is bigger than themselves, take exceptional pride in their work and never settle for what was good enough yesterday. Vanderbilt’s mission is to advance health and wellness through preeminent programs in patient care, education, and research. Organization: VICC 210 Job Summary: The Senior Administrative Assistant will serve as the fully onsite front‑desk representative and primary administrative support for the team, functioning as the central point of contact for daily operations across two locations (Preston Research Building and 3322 West End Ave). This role is responsible for managing 8–9 conference rooms, including handling all booking requests, ensuring spaces are properly set up, and coordinating with Facilities to support meeting logistics. The incumbent will oversee supply ordering for both sites and will travel between locations—via shuttle or driving—to restock supplies and assist with conference room readiness as needed. Additional responsibilities include preparing routine and ad‑hoc reports, managing mail distribution, answering phone calls, responding to faxes, and providing event coordination support. Event duties may involve creating flyers, confirming event dates, arranging catering, supporting day‑of execution, and coordinating post‑event clean‑up. Success in this role requires strong technical proficiency, including converting files, managing high volumes of email communication, and utilizing Microsoft Office and conference room scheduling tools. The ideal candidate is a collaborative team player with exceptional attention to detail, strong communication capabilities, and a high degree of professionalism and confidentiality.

Requirements

• Exceptional attention to detail with strong organizational skills.
• Tech‑savvy, with the ability to quickly learn and navigate new systems, tools, and platforms.
• Collaborative team player who contributes positively to group goals and culture.
• Strong verbal and written communication skills.
• Proven ability to maintain strict confidentiality and handle sensitive information appropriately.
• 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.
• Relevant Work Experience Experience Level: 4 years
• High School Diploma or GED

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.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED