Sr Administrative Assistant

Vanderbilt University Medical Center•Nashville, TN

3d•Hybrid

About The Position

In your pivotal role as Sr. Administrative Assistant, you will provide administrative support for a busy education office. You will provide support for 4 faculty members, and an office of 7 staff. Our office manages a residency with 89 residents as well as 10 fellowships with 25 fellows. Day-to-day tasks would include: keeping calendars/schedules of our 4 faculty, managing a conference room schedule, ordering supplies for the office and residents, arranging catering for recruitment events as well as regular resident conferences. This role also provides support for our residency QI program and our Anesthesia Interest Group. This role will also provide assistance during recruitment, onboarding, and graduation, and other resident/fellow events as needed. If you enjoy working remotely from home much of the time and working with fun, energetic teammates who are experienced, helpful and supportive, this is the position for you!

Requirements

High School Diploma or GED
4 years of relevant experience
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.

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.
Keeps calendars/schedules of our 4 faculty.
Manages a conference room schedule.
Orders supplies for the office and residents.
Arranges catering for recruitment events as well as regular resident conferences.
Provides support for our residency QI program and our Anesthesia Interest Group.
Provides assistance during recruitment, onboarding, and graduation, and other resident/fellow events as needed.