Sr. Administrative Assistant Clinical

Vanderbilt University Medical Center • Nashville, TN

1d • Hybrid

About The Position

As a Senior Administrative Assistant, you will play a vital role in providing high-level administrative and operational support to a team of up to 15 GI Physician Surgeons. Your exceptional organizational skills and proactive approach will ensure the seamless execution of day-to-day tasks, allowing the physicians to focus on delivering excellent patient care. In addition to the outlined Key Responsibilities, you will also take ownership of critical administrative functions such as: Calendar Management: Efficiently manage complex schedules, including coordinating appointments, meetings, and clinical commitments. Memberships and Licensures: Monitor and maintain records of professional memberships, certifications, and licensures, ensuring timely renewals and compliance. Meeting Coordination: Organize and schedule meetings, including preparing agendas, taking minutes, and managing follow-up actions. Event Planning: Plan and execute events such as departmental gatherings, conferences, and training sessions. Expense Reporting: Process and reconcile expense reports promptly and accurately in adherence to company policies. By excelling in this role, you will be instrumental in ensuring the smooth operation of administrative functions, enabling our team of GI Physician Surgeons to deliver world-class care. If you thrive in a dynamic, collaborative environment and take pride in your ability to manage complex administrative responsibilities, we encourage you to apply.

Requirements

• HSD/GED
• 4 years of relevant experience
• 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) and familiarity with expense management systems.
• 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.

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
• Number of Employees: 5,001-10,000 employees