Associate Administrative Assistant - Hybrid, Nashville TN

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:

GECPEP Faculty Excellence Team A Lead

Job Summary:

The Associate Administrative Assistant responsibilities include, but are not limited to: preparing and submitting expense reimbursements; coordinating meetings; processing miscellaneous payments; maintaining and updating iLab records; placing orders through Workday; assisting with event planning, travel arrangements, and visiting speaker coordination; distributing mail; managing conference room reservations and calendars; and performing other administrative duties as assigned.

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Preferred Skills & Experience

• Strong organizational and time management skills with the ability to manage multiple priorities
• Excellent written and verbal communication skills
• High attention to detail and accuracy
• Calendar management and meeting coordination experience
• Event planning and logistics coordination skills
• Travel arrangement and expense reimbursement experience
• Customer service and interpersonal skills
• Ability to work independently and collaboratively in a team environment
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• Experience managing confidential and sensitive information
• Strong problem-solving and administrative support capabilities

KEY RESPONSIBILITIES
• Performs a variety of administrative support which may include correspondence, calendar/meeting scheduling and/or mail processing.
• Maintains files and processes file requests.
• Coordinates ordering of supplies and equipment.
• Provides accurate and timely support via phone, in person, or in writing.
• The responsibilities listed are a general overview of the position and additional duties may be assigned.

TECHNICAL CAPABILITIES
• Communication (Fundamental Awareness): Clearly, effectively and respectfully communicates to employees or customers.

• Ad Hoc Reporting (Fundamental Awareness): The ability to access information from databases and prepare reports.
• Clerical/Administrative (Fundamental Awareness): 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.
• Document Management (Fundamental Awareness): The use of a computer system and software to store, manage and track electronic documents and electronic images of paper based information captured through the use of a document scanner.
• Calendar Maintenance (Fundamental Awareness): The ability to prioritize and maintain a calendar or calendars of scheduled meetings or events. Able to accurately change or update a calendar with no scheduling conflicts.

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: Performs clearly defines tasks and methods described in detail to achieve standardized solutions that impact own performance with regular guidance. * Problem Solving/ Complexity of work: Follows a well established process to solve routine problems where solutions are clearly prescribed. * Breadth of Knowledge: Has basic job knowledge of systems and procedures that are common to own job. * Team Interaction: Individually contributes to the team.

Core Capabilities :

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:

Responsibilities:

Certifications:

Work Experience:

Relevant Work Experience

Experience Level:

Less than 1 year

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.