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

Sr Administrative Assistant

Vanderbilt University Medical Center
Nashville, TN
a day ago

Role Summary:
This position works with the clinical and research faculty members to provide support with daily calendars, meetings, and special projects as needed. This position directly supports inquiries related to the Artificial Kidney Project and is responsible for supply ordering, electronic filing, coordinating maintenance/repair orders, handling/coordinating maintenance/repair orders and is the primary coordinator for the Administrative office.
Department Summary:
The Division of Nephrology and Hypertension at Vanderbilt University Medical Center has a long and notable history of studying the pathophysiology of and developing potential therapies for the prevention and treatment of kidney disease. With over 70 active faculty comprised of innovative, internationally recognized basic and clinical researchers and active clinicians working in state-of-the-art facilities, our contributions are validated through high-impact publications, strong federal and non-federal grant funding, and a robust clinical program that provides cutting-edge comprehensive care across the spectrum of kidney disease.

Click Here To View The VUMC Promise of Discovery

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 Adult Hospital in Tennessee and metropolitan Nashville, named to the Best Hospitals Honor Roll of the top 20 adult hospitals, 10 nationally ranked adult specialty programs, with 3 specialties rated in the top 10 nationally, Monroe Carell Jr. Children’s Hospital at Vanderbilt named as one of the Best Children’s Hospital in the nation, with 10 out of 10 pediatric specialties nationally ranked.
  • Healthcare’s Most Wired: Among the nation’s 100 “most-wired” hospitals and health systems for its efforts in innovative medical technology.
  • Becker’s Hospital Review: named as one of the “100 Great Hospitals in America”, in the roster of 100 Hospitals and Health Systems with Great Oncology Programs and to its list of the 100 Hospitals with Great Heart Programs.
  • The Leapfrog Group: One of only 10 children’s hospitals in the to be named at Leapfrog Top Hospital.
  • American Association for the Advancement of Science: The School of Medicine has 112 elected fellows
  • Magnet Recognition Program: Received our third consecutive Magnet designations.
  • National Academy of Medicine: 22 members, elected by their peers in recognition of outstanding achievement
  • Human Rights Campaign Healthcare Equality Index: 6th year in a row that Vanderbilt University Medical Center was a Leader in LGBTQ Healthcare Equality.


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.
  • Reception for Division Administrative Office
  • Provide administrative support to clinical and research faculty, nurse practitioners, lab personnel and administrative staff
  • Responsible for coordinating multiple faculty schedules which include clinics, virtual, on and off-site meetings, travel and travel reimbursements.
  • Prepare agendas, memos, correspondence, presentations and spreadsheets
  • Scanning, filing and organizing Divisional documents
  • Assist with Divisional ordering and plant/environmental service needs.
  • Attend meetings and record, prepare and distribute meeting minutes
  • Special projects, as requested
* Other Duties as assigned by Administration

Basic Qualifications
High School Diploma or GED (or equivalent experience) and 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.