Sr. Administrative Assistant - On Site

Vanderbilt University Medical Center•Nashville, TN

3d•Onsite

About The Position

The Sr. Administrative Assistant provides high-level administrative support, with occasional guidance, to 8–9 providers in Vanderbilt Health’s Department of Otolaryngology–Head and Neck Surgery. The role responds to customer needs, organizes daily operational workflow, and helps ensure service priorities are met so physician operations and patient care are not disrupted. The work involves frequent problem solving and shifting priorities, including coordinating across physicians, department leadership, Human Resources, Medical Staff, credentialing, finance, IT, compliance, surgery schedulers, and other departments. The assistant maintains calendars and accurate records across multiple systems, obtains documents and approvals, researches and resolves information discrepancies, tracks follow-ups, supports provider onboarding, and helps maintain compliance with licenses, certifications, and required training. The position is on site at One Hundred Oaks in Nashville, Monday through Friday during traditional daytime business hours.

Requirements

High school diploma or GED.
Two years of relevant work experience.
Ability to multitask and thrive in a fast-paced environment.

Responsibilities

Provide high-level administrative support to 8–9 providers.
Organize daily operational workflow and prioritize service needs.
Manage provider calendars and schedules, including changes and conflicts.
Obtain documents, signatures, approvals, and information.
Coordinate with physicians, leadership, Human Resources, Medical Staff, credentialing, finance, IT, compliance, surgery schedulers, and other departments.
Maintain accurate documents, records, and information across multiple systems.
Compare information between databases, verify physician details, correct discrepancies, and research conflicting information.
Prepare reports and compile information for leadership requests.
Support onboarding for new providers and help maintain compliance with licenses, certifications, and required training.
Troubleshoot administrative issues, identify the appropriate resource or owner, and manage projects that may not have clear ownership.
Track tasks and responses, send reminders, document communication, escalate issues when needed, and follow work through completion.
Perform administrative support tasks such as scheduling, travel booking, expense processing, purchasing, data collection and processing, and document preparation.