Lead Administrative Assistant - ON SITE

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:

Pediatric Genetics

Job Summary:

In your pivotal role as Lead Administrative Assistant, you will serve as the central administrative contact for the division, supporting faculty, staff, learners, students, and visitors. Your day-to-day responsibilities will include managing calendars and meetings, coordinating events and educational activities, organizing interviews and guest visits, supporting onboarding, handling administrative and financial processes, managing supplies, and serving as a trusted resource for operational and administrative support. Your role is highly collaborative and helps ensure the division functions efficiently and provides an excellent experience for all members of the division and visitors.

REQUIRED:
High School Diploma or GED
5 years of relevant experience

You will work on site at Vanderbilt Medical Center North located at 1211 21st Ave. S. in Nashville, TN and will work Monday-Friday, standard daytime business hours.

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DEPARTMENT SUMMARY:

Monroe Carell is one of the nation’s leading children’s hospitals and the largest in the Southeast. From providing the highest-level neonatal intensive care and organ transplants to fixing broken arms, solving the most complex problems prepares us to solve any problem. Nationally ranked by U.S. News & World Report in nine specialties, we partner with experts across Vanderbilt Health to bring the most innovative care to children and families throughout our region. For more information, please visit https://www.childrenshospitalvanderbilt.org/.

KEY RESPONSIBILITIES

• Manage calendars, scheduling, and administrative support for department leadership.
• Coordinate meetings, educational activities, and departmental events.
• Organize interviews, visitor itineraries, onboarding activities, and learner schedules.
• Maintain schedules, calendars, and coverage tracking systems.
• Prepare and process administrative and financial documents, including travel, reimbursements, and personnel requests.
• Coordinate departmental communications and distribute routine updates.
• Order and maintain office and departmental supplies.
• Support operational needs by submitting service requests and resolving administrative issues.
• Serve as a primary resource for administrative processes and provide guidance to staff as needed.
• Assist with special projects and initiatives to support departmental goals.

Qualifications

• Strong organizational, communication, and customer service skills.
• Ability to manage multiple priorities and deadlines.
• Proficiency with scheduling, office, financial, and administrative systems.
• Attention to detail and ability to handle sensitive information with discretion.

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:

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.