Sr. Administrative Assistant Clinical

Vanderbilt University Medical Center • Nashville, TN

3d • 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: Surgery Admin Staff Job Summary: 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. DEPARTMENT SUMMARY: The Vanderbilt Division of Surgical Oncology and Endocrine Surgery, a part of the Vanderbilt Department of Surgery, has quickly become a national leader in comprehensive surgical care. Our emphasis is placed on the evaluation and treatment of patients with benign and malignant tissue disorders. We use a multidisciplinary approach to patient care and work closely to coordinate our efforts with the Divisions of Radiation Oncology, Medical Oncology, Gynecologic Oncology, Hematology, Surgical Pathology, Radiology and other disciplines. For more information, please visit https://www.vumc.org/surgical-oncology/welcome. At our growing health system, we support each other and encourage excellence among all who are part of our workforce. High-achieving employees stay at Vanderbilt Health for professional growth, appreciation of benefits, and a sense of community and purpose. Join us in Making Health Care Personal.

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) 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.
• HSD/GED
• 4 years of relevant experience

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.
• The responsibilities listed are a general overview of the position and additional duties may be assigned.

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