Lead Administrative Assistant - Medical Specialty Clinics

Vanderbilt University Medical Center; United States; Remote; USD 55,000 - 75,000; Full time

Benefits offered by this job

Comprehensive benefits package

Job summary

Vanderbilt Health in Nashville seeks a Lead Administrative Assistant to support senior leaders across the Dermatology department and medical specialties. This onsite role manages calendars, onboarding, project coordination, reporting, and confidential records with a focus on efficiency and strategic initiatives.

The ideal candidate will be highly organized, proactive, and able to prioritize in a fast-paced environment, leveraging technology and AI tools to streamline workflows and reduce

Qualifications

• High school diploma or GED is required.
• Minimum 5 years of relevant work experience.
• Excellent organizational and communication skills.

Responsibilities

• Performs key administrative functions for the area and may represent the organization.
• Proactively facilitates and manages administrative functions.
• Supports and coordinates area initiatives.
• Compiles data, analyzes information and summarizes findings to support the area.
• Analyses and prepares budgetary data.

Skills

Analytical Skills

Communication

Organizational Skills

Education

High School Diploma or GED

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:

Medicine PCC Clinical Ops

Job Summary:

Serves as a primary resource for daily operations and provides administrative and business support to complex area(s), independently. Serves as a liaison with internal/external groups.

Position Hours

Monday - Friday, 7:30am - 4:00pm

Position Summary

The Lead Administrative Assistant serves as a key administrative and operational partner to senior leaders and the Chief Business Officer, providing high-level support to ensure the effective day-to-day operation of a complex healthcare department. This role acts as a central resource for leaders, faculty, staff, and external partners, coordinating administrative activities, managing priorities, and supporting strategic initiatives. Responsibilities include calendar and meeting management, recruitment and onboarding support, project coordination, budget and reporting assistance, departmental communications, and maintaining confidential records. The ideal candidate is highly organized, proactive, and able to anticipate needs, manage competing priorities, and work independently in a fast-paced environment. This is primarily an onsite position supporting the Department of Dermatology and specified Medical Specialties across Vanderbilt's Medical Arts Building and One Hundred Oaks locations, with occasional remote work opportunities based on business needs. This position also plays an important role in identifying process improvements, standardizing workflows, and leveraging technology, automation, and AI tools to increase efficiency and reduce administrative burden. Strong analytical, organizational, and communication skills are essential, along with the ability to build effective relationships across multiple stakeholders.

KEY RESPONSIBILITIES

• Performs key administrative functions which may include serving as representative of the organizational area.
• Proactively facilitates and manages administrative functions.
• Supports and coordinates area initiatives.
• Compiles data, analyzes information and summarizes findings in support of an area.
• Analyzes and prepares budgetary data.
• The responsibilities listed are a general overview of the position and additional duties may be assigned.

TECHNICAL CAPABILITIES

• Clerical/Administrative (Advanced): 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 (Intermediate): Ability to monitor costs, expenses and revenue as well as the ability to manage those costs and expenses in relation to budgeted amounts.
• Ad Hoc Reporting (Intermediate): The ability to access information from databases and prepare reports.
• Analytical Skills (Novice): The process of identifying, evaluating, interpreting and organizing data. It includes sorting through data to identify patterns and establish relationships for decision making.
• Human Resources Policies and Procedures (Novice): 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: Independently performs non-routine tasks that significantly impact team and other related teams.
• Problem Solving/ Complexity of work: Gathers and analyzes data to solve problems that arise with little or no precendent.
• Breadth of Knowledge: Applies advanced job knowledge and has developed a breadth of skills in other areas.
• Team Interaction: Serves as a lead for the team by providing expertise and guidance to team members.

Core Capabilities

Supporting Colleagues:

• - Develops Self and Others: Invests time, energy, and enthusiasm in developing self/others to help improve performance e and gain knowledge in new areas.
• - Builds and Maintains Relationships: Maintains regular contact with key colleagues and stakeholders using formal and informal opportunities to expand and strengthen relationships.
• - Communicates Effectively: Recognizes group interactions and modifies one's own communication style to suit different situations and audiences.

Delivering Excellent Services :

• - Serves Others with Compassion: Seeks to understand current and future needs of relevant stakeholders and customizes services to better address them.

Ensuring High Quality :

• - Performs Excellent Work: Engages regularly in formal and informal dialogue about quality; directly addresses quality issues promptly.
• - Ensures Continuous Improvement: Applies various learning experiences by looking beyond symptoms to uncover underlying causes of problems and identifies ways to resolve them.
• - Fulfills Safety and Regulatory Requirements: Understands all aspects of providing a safe environment and performs routine safety checks to prevent safety hazards from occurring.

Managing Resources Effectively :

• - Demonstrates Accountability: Demonstrates a sense of ownership, focusing on and driving critical issues to closure.
• - Stewards Organizational Resources: Applies understanding of the departmental work to effectively manage resources for a department/area.
• - Makes Data Driven Decisions: Demonstrates strong understanding of the information or data to identify and elevate opportunities.

Fostering Innovation:

• - Generates New Ideas: Proactively identifies new ideas/opportunities from multiple sources or methods to improve processes beyond conventional approaches.
• - Applies Technology: Demonstrates an enthusiasm for learning new technologies, tools, and procedures to address short-term challenges.
• - Adapts to Change: Views difficult situations and/or problems as opportunities for improvement; actively embraces change instead of emphasizing negative elements.

Position Qualifications

Responsibilities:

Certifications:

Work Experience:

Relevant Work Experience

Experience Level: 5 years

Education: High School Diploma or GED

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.