Administrative Assistant - On Site

Vanderbilt University Medical Center; Nashville (TN); On-site; USD 40,000 - 48,000; Full time

Benefits offered by this job

Health benefits

Retirement plan

Wellness offerings

Job summary

Vanderbilt University Medical Center's Monroe Carell Jr. Children’s Hospital is seeking an Administrative Assistant to provide administrative support to the Director of Pediatric Radiology and their team.

You will respond to customer needs by consulting with others as appropriate or by following established guidelines. You will take meeting notes, update bulletin boards, and organize flow of daily operations to ensure service priorities are met.

Qualifications

• HS or GED required.
• 2 years of experience required.
• Proficiency in Microsoft Office, particularly Excel.
• Familiarity with WorkDay is a plus.

Responsibilities

• Performs a variety of administrative support tasks including scheduling, travel booking, expense processing and purchasing.
• Compiles, coordinates and assists in data collection, processing and submission.
• Prepares reports and other documentation as requested by the area.
• Creates and maintains accurate documents and records.
• Additional duties may be assigned as needed.

Skills

Microsoft Office

Excel

WorkDay

Education

High School Diploma or GED

Tools

None

Job description

Discover Vanderbilt Health

With eight hospitals and over 180 clinics, we are the region’s largest comprehensive academic health system. Vanderbilt Health has a long tradition of providing world-class care to the people of the Mid-South, living out our mission of moving medicine forward through preeminent programs in patient care, education and research. Here you’ll find a spirit of collaboration and a supportive community where your expertise is valued, your knowledge expanded and your uniqueness celebrated. We are committed to fostering an environment where talented, compassionate people are united in bringing the most advanced care to our neighbors throughout the region.

Organization:

Pediatric Radiology Support

Job Summary:

In your pivotal role as Administrative Assistant, you will provide administrative support to the Director of Pediatric Radiology and their team. You will respond to customer needs by consulting with others as appropriate or by following established guidelines. You will take meeting notes, update bulletin boards, and organize flow of daily operations to ensure service priorities are met.

REQUIRED:

• HS or GED
• 2 YOE
• Proficiency in Microsoft Office, particularly with Excel
• Familiarity with WorkDay is a plus

You will work Monday-Friday, 8:30 AM - 5:00 PM & will work on site at Monroe Carell Jr. Children's Hospital, located at 2200 Children's Way in Nashville, TN.

DEPARTMENT SUMMARY:

The Department of Radiology and Radiological Sciences at Monroe Carell Jr. Children’s Hospital at Vanderbilt is home to over 15 fellowship-trained faculty and two ACGME fellows. Named a Diagnostic Imaging Center of Excellence by the American College of Radiology, our department is equipped with two new multidetector CT scanners, including a dual-energy ultra-fast scanner, four MRI scanners (1.5 and 3T), state-of-the-art flat panel digital fluoroscopy, scintigraphy, and Siemens US. For more information, please visit https://www.vumc.org/radiology/person/pediatric-radiology.

Key Responsibilities

• Performs a variety of administrative support which may include scheduling, booking travel, expense processing and purchasing.
• Compiles, coordinate and assist in the collection, processing and submission of data.
• Prepares reports and other documentation as requested by area.
• Creates and maintains accurate documents and records.
• The responsibilities listed are a general overview of the position and additional duties may be assigned.

Technical Capabilities

• Calendar Maintenance (Novice): The ability to prioritize and maintain a calendar or calendars of scheduled meetings or events. Able to accurately change or update a calendar with no scheduling conflicts.
• Document Management (Novice): The use of a computer system and software to store, manage and track electronic documents and electronic images of paper based information captured through the use of a document scanner.
• Financial Processes (Fundamental Awareness): Ability to monitor costs, expenses and revenue as well as the ability to manage those costs and expenses in relation to budgeted amounts.
• Clerical/Administrative (Novice): 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.
• Data Verification (Novice): The ability to verify data in an accurate manner.
• Human Resources Policies and Procedures (Fundamental Awareness): Knowledge, adherence and application of human resources policies and procedures.

Our professional administrative functions include critical supporting roles in information technology and informatics, finance, administration, legal and community affairs, human resources, communications and marketing, development, facilities, and many more.

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.

Core Accountabilities

• Organizational Impact: Performs tasks that are typically routine that may impact team's performance with occasional guidance. * Problem Solving/ Complexity of work: Utilizes some discretion and research to solve routine problems. * Breadth of Knowledge: Applies knowledge of standards, established processes and procedure that apply to your own job. * Team Interaction: Provides guidance to entry level co-workers.

Core Capabilities :

Supporting Colleagues : Develops Self and Others: Continuously improves own skills by identifying development opportunities.- Builds and Maintains Relationships: Seeks to understand colleagues' priorities, working styles and develops relationships across areas.- Communicates Effectively: Openly shares information with others and communicates in a clear and courteous manner. Delivering Excellent Services: - Serves Others with Compassion: Invests time to understand the problems, needs of others and how to provide excellent service.- Solves Complex Problems: Seeks to understand issues, solves routine problems, and raises proper concerns in a timely manner. - Offers Meaningful Advice and Support: Listens carefully to understand the issues and provides accurate information and support. Ensuring High Quality: - Performs Excellent Work: Checks work quality before delivery and asks relevant questions to meet quality standards. - Fulfills Safety and Regulatory Requirements: Demonstrates basic knowledge of conditions that affect safety and reports unsafe conditions to the appropriate person or department. Managing Resources Effectively : - Demonstrates Accountability: Takes responsibility for completing assigned activities and thinks beyond standard approaches to provide high-quality work/service. - Stewards Organizational Resources: Displays understanding of how personal actions will impact departmental resources. - Makes Data Driven Decisions: Uses accurate information and good decision making to consistently achieve results on time and without error. Fostering Innovation : - Generates New Ideas: Willingly proposes/accepts ideas or initiatives that will impact day-to-day operations by offering suggestions to enhance them. - Applies Technology: Absorbs new technology quickly; understands when to utilize the appropriate tools and procedures to ensure proper course of action. - Adapts to Change: Embraces changes by keeping an open mind to changing plans and incorporates change instructions into own area of work.

Work Experience

Relevant Work Experience

Experience Level

2 years

Education

High School Diploma or GED

Benefits

• This role offers the opportunity to make a meaningful impact within Vanderbilt Health, supported by a comprehensive benefits package which may include health, disability, retirement and/or wellness offerings to enhance your well-being and professional growth.

Vanderbilt Health is committed to fostering an environment where everyone has the chance to thrive and is committed to the principles of equal opportunity. EOE/Vets/Disabled.