Sr Administrative Assistant @ Vanderbilt University Medical Center - Nashville, TN

Sr Administrative Assistant

Vanderbilt University Medical Center
Nashville, TN
2 days ago

Sr. Administrative Assistant

JOB SUMMARY:
In your pivotal, challenging role as Sr. Administrative Assistant, you will perform administrative and business support-related duties of a complex nature in support of an area with minimal guidance.

DEPARTMENT SUMMARY:
The Office of Health Sciences Education (OHSE) governs a broad range of educational activities at Vanderbilt University School of Medicine and Vanderbilt University Medical Center, including undergraduate medical education (the MD program), graduate medical education, and physician continuing professional development, as well as advanced degree and certificate programs in health and medically-related fields. With locations in Light Hall and the newly renovated Eskind Biomedical Library and Learning Center, our office serves students, house staff, and faculty throughout the continuum of education. The office also provides the many services that support these academic programs, including education technology and informatics, simulation progams, educator development programs, financial and administrative oversight, student services, and education research resources. For additional information, please visit https://www.vumc.org/ohse/welcome.

Click Here To View The VUMC Promise of Discovery

Click here to view how Vanderbilt Health employees celebrate the difference they make every day:
Celebrate 2019

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. It is a place where your diversity — of culture, thinking, learning and leading — 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.

VUMC Recent Accomplishments:
Because we are committed to providing the best in patient care, education and research, we are proud of our recent accomplishments.
  • US News & World Report: #1 Hospital in Tennessee, #1 Health Care Provider in Nashville, #1 Audiology (Bill Wilkerson Center), 12 adult and 10 pediatric clinical specialties ranked among the nation's best, #15 Education and Training
  • Truven Health Analytics: among the top 50 cardiovascular hospitals in the U.S.
  • Becker's Hospital Review: one of the "100 Greatest Hospitals in America"
  • The Leapfrog Group: grade "A" in Hospital Safety Score
  • National Institutes of Health: among the top 10 grant awardees for medical research in the US
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:
CLERICAL/ADMINISTRATIVE: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: The ability to access information from databases and prepare reports.

DATA ANALYSIS: The ability to analyze data in an accurate manner.

FINANCIAL PROCESSES: Ability to monitor costs, expenses and revenue as well as the ability to manage those costs and expenses in relation to budgeted amounts.

HUMAN RESOURCES POLICIES AND PROCEDURES: Knowledge, adherence and application of human resources policies and procedures.

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.
  • Front-line services for 3 departments housed in our suite.
  • While the primary responsibilities will be to provide administrative support, conference room management, scheduling, purchasing, and inventory, this position will also be responsible for website management, departmental newsletter development, event assistance, and technical support as needed.

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 to supervisors 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 change by keeping an open mind to changing plans and incorporates change instructions into own area of work.

Basic Qualifications
REQUIRED:
  • High School Diploma or GED
  • 4 years relevant experience
Physical Requirements/Strengths needed & Physical Demands:
  • Sedentary category requiring exertion up to 10 lbs. of force occasionally and uses negligible amounts of force to move objects. Sedentary work involves sitting most of the time.

Movement
  • Occasional: Standing: Remaining on one's feet without moving.
  • Occasional: Walking: Moving about on foot.
  • Occasional: Lifting under 35 lbs: Raising and lowering objects under 35 lbs from one level to another
  • Occasional: Carrying under 35 lbs: Transporting an object holding in hands, arms or shoulders, with help of coworkers or assistive device.
  • Occasional: Push/Pull: Exerting force to move objects away from or toward.
  • Occasional: Reaching above shoulders: Extending arms in any direction above shoulders.
  • Frequent: Sitting: Remaining in seated position
  • Frequent: Reaching below shoulders: Extending arms in any direction below shoulders.
  • Frequent: Fingering: Picking, pinching, gripping, working primarily with fingers requiring fine manipulation.
  • Frequent: Bimanual Dexterity: Requiring the use of both hands.

Sensory
  • Continuous: Communication: Expressing or exchanging written/verbal/electronic information.
  • Continuous: Auditory: Perceiving the variances of sounds, tones and pitches and able to focus on single source of auditory information
  • Continuous: Vision: Clarity of near vision at 20 inches or less and far vision at 20 feet or more with depth perception, peripheral vision, color vision.
  • Continuous: Smell: Ability to detect and identify odors.

Environmental Conditions
  • Occasional: Chemicals and Gasses: Medications, cleaning chemicals, oxygen, other medical gases used in work area.