Sr. Administrative Assistant

Vanderbilt University Medical Center•Nashville, TN

6d•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: Undiagnosed Disease Operations Team Job Summary: In your pivotal role as Sr. Administrative Assistant, you will work within the Division of Genetics at Vanderbilt University Medical Center, specifically supporting The Potocsnak Center for Undiagnosed and Rare Diseases at Vanderbilt (VUDP). You will provide leadership for the creation, coordination, execution, and growth of complex programs independently. You will also provide leadership to support programs that are expected to experience significant change, expansion, or evolution over time. REQUIRED: HSD/GED 4 years of experience, ideally in a healthcare setting Experience in Project Management helpful You will work largely on site between our offices located at Vanderbilt Medical Center North and One Hundred Oaks with the possible opportunity to work some hours remotely from home. Your schedule will be Monday-Friday, standard daytime business hours. . DEPARTMENT SUMMARY : The Potocsnak Center for Undiagnosed and Rare Disorders exists to solve medical mysteries for patients with complicated conditions and rare diseases. Our goal is to provide answers and offer hope to adults and children whose symptoms have not led other health care providers to solutions. Our patients benefit from a multidisciplinary approach involving experts from across Vanderbilt University Medical Center.

Requirements

HSD/GED
4 years of experience, ideally in a healthcare setting

Nice To Haves

Experience in Project Management helpful

Responsibilities

Track Faculty Continuing Medical Education for out-of-state licenses
Ability to monitor costs, expenses, and revenue as well as the ability to manage those costs and expenses in relation to budgeted amounts
Review invoices against contractual agreements
Partners with division administrator to resolve budgetary issues
Creates financial reports
Order/maintain supplies, managing supply budget, schedule IT services
Manage Faculty calendars through Outlook
Administrative support for Faculty/Staff: correspondence; travel coordination and expense reporting; Calendar management; additional projects as assigned
Manage student rotations and scheduling
Maintain Faculty personnel files
Track Faculty/Staff certifications to ensure all stay up to date.
Provide Faculty with notifications when licensures are close to expiring
Manage office supplies
Assist in coordinating Department events
Manage various patient queues, assisting with tracking workflows, answering calls and emails regarding patient inquiries and triaging appropriately, and assisting with medical record requests
Liaison with IT, Procurement, Office of Faculty Affairs and other departments to ensure requests/needs are met.
On an as-needed basis, interpret policies and procedures in daily operations.
Complete ad hoc projects as requested by faculty and administrators.