Sr. Administrative Assistant Clinical

Vanderbilt University Medical Center; Nashville (TN); Hybrid; USD 50,000 - 65,000; Full time

Job summary

A leading academic medical center in Nashville seeks a Senior Administrative Assistant to provide high-level administrative support to a team of GI Physician Surgeons. This role includes managing complex schedules, coordinating meetings and events, and monitoring professional certifications. The ideal candidate has at least 4 years of experience as an administrative assistant and exceptional organizational skills, ensuring smooth day-to-day operations. Opportunities for hybrid work are available post-probation.

Qualifications

• Experience as an administrative assistant, preferably supporting high-level professionals.
• Ability to prioritize and multitask effectively.
• Proficiency in visual and written communication.

Responsibilities

• Manage complex schedules, including coordinating appointments and meetings.
• Monitor and maintain records of professional memberships and certifications.
• Organize and schedule meetings, preparing agendas and taking minutes.
• Plan and execute departmental events and conferences.
• Process and reconcile expense reports accurately.

Skills

Organizational skills

Time-management skills

Attention to detail

Communication skills

Proactive problem-solving

Education

High School Diploma or GED

Tools

Microsoft Office Suite

Job description

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

Surgery Admin Staff

Job Summary

As a Senior Administrative Assistant, you will play a vital role in providing high-level administrative and operational support to a team of up to 15 GI Physician Surgeons. Your exceptional organizational skills and proactive approach will ensure the seamless execution of day-to-day tasks, allowing the physicians to focus on delivering excellent patient care. In addition to the outlined Key Responsibilities, you will also take ownership of critical administrative functions such as:

• Calendar Management: Efficiently manage complex schedules, including coordinating appointments, meetings, and clinical commitments.
• Memberships and Licensures: Monitor and maintain records of professional memberships, certifications, and licensures, ensuring timely renewals and compliance.
• Meeting Coordination: Organize and schedule meetings, including preparing agendas, taking minutes, and managing follow-up actions.
• Event Planning: Plan and execute events such as departmental gatherings, conferences, and training sessions.
• Expense Reporting: Process and reconcile expense reports promptly and accurately in adherence to company policies.

Qualifications

• Proven experience as an administrative assistant, preferably supporting multiple high-level professionals.
• Exceptional organizational and time-management skills with the ability to prioritize and multitask effectively.
• Strong attention to detail and accuracy in all aspects of work.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and familiarity with expense management systems.
• Excellent communication and interpersonal skills to liaise confidently with internal and external stakeholders.
• Proactive problem-solving mindset and the ability to work independently in a fast-paced environment.

Required

• HSD/GED
• 4 years of relevant experience

Work Schedule

You will work Monday-Friday, traditional daytime business hours. During your probationary period, you will work on site at our office located on the 5th Floor of the Preston Building at 2220 Pierce Ave. in Nashville, TN. Following the probationary period, there may be an opportunity for remote work 2 days/week.

Department Summary

The Vanderbilt Division of Surgical Oncology and Endocrine Surgery, a part of the Vanderbilt Department of Surgery, has quickly become a national leader in comprehensive surgical care. Our emphasis is placed on the evaluation and treatment of patients with benign and malignant tissue disorders. We use a multidisciplinary approach to patient care and work closely to coordinate our efforts with the Divisions of Radiation Oncology, Medical Oncology, Gynecologic Oncology, Hematology, Surgical Pathology, Radiology and other disciplines. For more information, please visit https://www.vumc.org/surgical-oncology/welcome.

Key Responsibilities

• Performs a variety of administrative support which may include, but not limited to, scheduling, booking travel and budget reconciliation.
• Ensures data/records are created and maintained to document financial, planning, correspondence, procedures, processes and other information.
• Compiles data, analyzes information and summarizes findings in support of an area.
• Prepares reports and other documentation as requested.
• The responsibilities listed are a general overview of the position and additional duties may be assigned.

Technical Capabilities

• Human Resources Policies and Procedures (Fundamental Awareness): Knowledge, adherence and application of human resources policies and procedures.
• Ad Hoc Reporting (Intermediate): The ability to access information from databases and prepare reports.
• Financial Processes (Novice): 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 (Intermediate): 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 Analysis (Intermediate): The ability to analyze data in an accurate manner.

Core Accountabilities

• Organizational Impact: Performs non-routine tasks that significantly impact team's performance with minimal guidance.
  Problem Solving/ Complexity of work: Conducts research and analysis to solve some non-routine problems.
  Breadth of Knowledge: Applies broad job knowledge and has basic job skills in other areas.
  Team Interaction: Provides informal guidance and support to less experienced team members.

Core Capabilities

Supporting Colleagues: Developing 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. Ensures Continuous Improvement: Shows eagerness to learn new knowledge, technologies, tools or systems and displays willingness to go above and beyond. 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.

Position Qualifications

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Experience Level

4 years

Education

High School Diploma or GED

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.