Lead Administrative Assistant - ON SITE

Vanderbilt University Medical Center; Nashville (TN); On-site; USD 52,000 - 71,000; Full time

Job summary

Vanderbilt Health in Nashville, TN is seeking a Lead Administrative Assistant to serve as a primary resource for daily operations and provide administrative support to the Neonatal Services area, independently. You will act as a liaison with internal and external groups and support calendar and meeting activities for the Associate Nursing Officer.

You will manage calendar/meeting support for the Associate Nursing Officer and assist with NICU operations through ordering, scheduling and organizing

Qualifications

• HS Diploma/GED required.
• Proficient with Microsoft Office products.
• 5 years of relevant administrative experience.
• Experience supporting director level or above is a plus.
• Experience with Workforce management systems (Kronos & WorkDay) is a plus.

Responsibilities

• Performs key administrative functions for the area and may represent the organizational area.
• Proactively facilitates and manages administrative tasks.
• Supports and coordinates area initiatives.
• Compiles data, analyzes information and summarizes findings for the area.
• Analyzes and prepares budgetary data.
• Role responsibilities may include additional duties as assigned.

Skills

Microsoft Office

Calendar management

Administrative support

Education

HS Diploma/GED

Tools

Kronos

WorkDay

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

Neonatal Services

Job Summary

In your pivotal role as Lead Administrative Assistant, you will serve as a primary resource for daily operations and provide administrative and business support to complex area(s), independently. You also will serve as a liaison with internal/external groups. Your duties will include, but not be limited to, calendar/meeting support for the Associate Nursing Officer and assisting with maintaining the operations of the NICU thru ordering, scheduling and organizing.

REQUIREMENTS

• HS Diploma/GED
• Proficient Microsoft Products
• 5 years of relevant experience
• Previous experience supporting director level or above is a plus
• Previous experience with Workforce mgmt., Kronos & WorkDay is a plus

You will work Monday-Friday, traditional day time business hours, and will work on site at Vanderbilt Children's Hospital located at 2200 Children's Way in Nashville, TN.

ABOUT THE DEPARTMENT

Join our team in a Level IV Neonatal Intensive Care Unit (NICU) dedicated to providing advanced, compassionate care to our most vulnerable patients. Our NICU includes over 131 beds and supports more than 1,500 premature and/or critically ill newborns annually. Neonatal Services is organized into specialized pods, allowing for cohorting of patient diagnoses and delivery of highly expert, focused care.

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

• 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.
• 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.
• 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.
• - Solves Complex Problems: Approaches problems from different angles; Identifies new possibilities to interpret opportunities and develop concrete solutions.
• - Offers Meaningful Advice and Support: Provides ongoing support and coaching in a constructive manner to increase employees' effectiveness. 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

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.