Sr. Administrative Assistant, Clinical - (Hybrid/Remote)

Vanderbilt University Medical Center•Nashville, TN

1d•Hybrid

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: Plastic Surgery Job Summary: We are seeking a detail-oriented and highly organized Senior Administrative Assistant to join our dynamic team of five skilled support professionals. In this pivotal role, you will provide essential administrative support to ensure seamless operations for a team of 25 providers and 17 Advanced Practice Providers (APPs). You will work Monday-Friday, traditional, daytime business hours with flexibility (7-4, 8-5, etc.) and will work a hybrid remote schedule. Three days will be in our office located at VUMC Medical Center, North Tower; 2 days may be remote with again, flexibility on the remote days. This is a unique opportunity to be an integral part of a high-performing team, ensuring the smooth operation of critical administrative functions. If you thrive in a collaborative environment and have a passion for supporting others, we invite you to apply. Welcome to Vanderbilt's Department of Plastic Surgery, which is one of eight departments of the Section of Surgical Sciences. Plastic surgery was originally one of several specialties under the original Vanderbilt Department of Surgery in 1925. Today our Department is a vital service of Vanderbilt University Medical Center. VUMC is nationally recognized as a top 100 hospital and is consistently ranked by U.S. News & World Report. For more information, please visit https://www.vumc.org/plasticsurgdept/welcome. At VUMC, we place a priority on designing with and for our patients and families. We value collaboration, embrace continuous learning and discovery, and seek to be a place where everyone has the chance to thrive. We’re the largest private employer in Middle Tennessee, with a growing team and expanding footprint in towns and communities across the region. We employ more than 28,000 people who work in inpatient and outpatient clinical care, research, and graduate medical education as well as critical supporting roles in administration, information technology and informatics, finance, legal and community affairs, communications and marketing, fund-raising, groundskeeping and facilities, and many more. Our growing health system has more than 1,700 licensed hospital beds at: Vanderbilt University Hospital Monroe Carell Jr. Children’s Hospital at Vanderbilt Vanderbilt Psychiatric Hospital Vanderbilt Stallworth Rehabilitation Hospital Vanderbilt Wilson County Hospital Vanderbilt Bedford Hospital Vanderbilt Tullahoma-Harton Hospital It’s also home to hundreds of outpatient clinic and surgical locations throughout the region. We serve our community with many unique and specialized services including the Level 1 Trauma Center, a highly experienced Transplant Center that does the most heart transplants in the world, a National Cancer Institute-designated Comprehensive Cancer Center, Lung Institute, Burn Center and many more. World-leading academic departments and centers make scientific discoveries, advance clinical care and train the next generation of health care professionals. Our robust research enterprise consistently ranks among the highest in the country as measured by peer-reviewed grant funding from the National Institutes of Health. We’re honored to be consistently considered among the nation’s best hospitals, including being nationally ranked in multiple medical specialties for treating the most complex conditions in adults and children by US News and World Report. Monroe Carell Jr. Children’s Hospital at Vanderbilt ranked as the No. 1 children’s hospital in the southeast in 2024. We support each other and encourage excellence among all who are part of our workforce. High-achieving employees stay at VUMC for professional growth, appreciation of benefits, and a sense of community and purpose. Join us in Making Health Care Personal.

Requirements

Proven experience in a senior administrative or executive assistant role, preferably in a fast-paced, healthcare or professional services environment.
Exceptional organizational and time-management skills, with the ability to prioritize and multitask effectively.
Strong attention to detail and a proactive approach to problem-solving.
Excellent communication and interpersonal skills, with the ability to collaborate across teams and levels.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and familiarity with scheduling and expense reporting tools.
High School Diploma or GED
4 years of relevant work experience, ideally in a healthcare setting

Nice To Haves

Bachelor’s Degree is a plus

Responsibilities

Effectively manage calendars, appointments, and schedules for multiple stakeholders.
Coordinate and book travel arrangements, ensuring efficiency and accuracy.
Prepare, process, and track expense reports in a timely and precise manner.
Collaborate with scheduling teams to optimize time management and availability.
Maintain and update credentials for providers and APPs, ensuring compliance with organizational and regulatory requirements.
Serve as a backup to the Program Manager, assisting with the preparation of reports, data analysis, and various administrative tasks.
Perform additional administrative duties as needed to support the team’s success.
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.