Sr. Administrative Assistant - On Site

Vanderbilt University Medical Center•Nashville, TN

4d•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 organizes daily operational workflows, responds to customer needs, and helps ensure service priorities are met so physician operations and patient care are not disrupted. The work involves frequent problem-solving, shifting deadlines, changing priorities, and coordination with physicians, department leadership, and multiple administrative and operational departments. Duties include scheduling and calendar maintenance; obtaining documents, signatures, approvals, and information; maintaining accurate records across systems; compiling data and preparing reports; supporting provider onboarding; and helping monitor licenses, certifications, and required training. The assistant follows tasks through completion, researches discrepancies, troubleshoots administrative issues, and identifies the appropriate resource or decision-maker when problems arise. Additional administrative duties may be assigned. The position is on-site at One Hundred Oaks in Nashville, Tennessee, Monday through Friday during traditional daytime business hours. The Otolaryngology–Head and Neck Surgery department provides and innovates treatments for complex head and neck diseases and supports nationally recognized providers, residents, and fellowship training programs.

Requirements

High school diploma or GED.
At least 2 years of relevant work experience.
Ability to multitask and thrive in a fast-paced environment.
Ability to maintain calendars and update schedules accurately without conflicts.
Ability to verify data accurately and maintain document and record integrity.
Knowledge of, and ability to adhere to and apply, human resources policies and procedures.
Ability to use discretion and research to solve routine problems and raise concerns in a timely manner.
Clear, courteous communication and the ability to build relationships across departments.

Responsibilities

Provide high-level administrative support to 8–9 providers.
Organize daily operational workflow and ensure service priorities are met.
Keep physicians on track and ensure they have the information and resources needed for their work.
Obtain documents, signatures, approvals, and needed information.
Answer questions and proactively resolve or route issues before they escalate.
Coordinate with physicians, leadership, HR, Medical Staff, credentialing, finance, IT, compliance, surgery schedulers, and other departments.
Manage calendars and schedules, including frequent changes and conflicts.
Track changing deadlines and shifting priorities; evaluate what needs immediate attention.
Maintain accurate records and information across multiple systems; compare databases, verify details, correct discrepancies, and research conflicting information.
Compile, coordinate, and assist with the collection, processing, and submission of data.
Prepare reports and other documentation for leadership and area requests.
Support onboarding for new providers.
Help maintain compliance with licenses, certifications, and required training.
Troubleshoot administrative issues and identify the appropriate resource or owner to resolve them.
Manage projects that may not have clear ownership.
Follow through on tasks by sending reminders, tracking responses, escalating when needed, documenting communication, and monitoring progress to completion.
Perform administrative support that may include scheduling, booking travel, expense processing, and purchasing.
Create and maintain accurate documents and records.
Provide guidance to entry-level co-workers.