Senior Administrative Assistant - HYBRID

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:

Physical Medicine & Rehab Dept

Job Summary:

Position Summary
In your pivotal role as Sr. Administrative Assistant, you will provide high-level administrative support to multiple faculty members and departmental leaders while also supporting the department broadly. You will coordinate complex scheduling, manage faculty administrative needs (including expense support), support departmental processes such as onboarding, and provide cross-coverage for other administrative staff. You are the ideal candidate if you are a proactive problem-solver who takes initiative, demonstrates strong judgment, and consistently delivers accurate, detail-oriented work.

Key Relationships / Scope of Support
Primary support for approximately 4–5 faculty members and departmental leaders (with flexibility to support additional leaders as needs evolve)
Department-wide support as assigned (e.g., faculty expense report assistance)
Backup/cross-coverage support for other Administrative Assistants during absences and peak workload periods

Essential Functions & Tasks
Executive / Faculty Administrative Support
Provide day-to-day administrative support to assigned faculty and leaders, anticipating needs and responding with appropriate urgency and discretion
Serve as a key point of contact for faculty administrative matters, prioritizing requests and coordinating solutions across stakeholders
Draft, edit, and format correspondence and other documents as needed

Complex Scheduling & Calendar Management
Manage and coordinate complex calendars and scheduling needs for supported leaders and faculty (e.g., multi-party, cross-department, high-priority scheduling)
Arrange meetings with internal and external participants, ensuring logistics are confirmed (time zones, locations/virtual links, agendas, materials, and follow-ups)
Proactively identify scheduling conflicts and propose solutions and alternatives

Departmental Operations & Process Support
Support departmental processes and administrative workflows, including assisting with onboarding tasks and other operational activities
Help coordinate departmental tasks, deadlines, and process steps to ensure smooth execution and timely completion
Identify opportunities to improve administrative efficiency and implement changes within scope of role

Expense and Financial Administrative Support
Assist faculty with expense reporting and related documentation in accordance with institutional/department policies
Track needed receipts, approvals, and supporting documentation; follow up to ensure submissions are complete, accurate, and timely
Communicate clearly with faculty and departmental partners regarding expense status and requirements

Problem Solving & Independent Action
Evaluate situations, determine what is needed, and take initiative to resolve issues—escalating appropriately when necessary
Use sound judgment when managing competing priorities, confidential information, and time-sensitive requests
Maintain strong attention to detail to prevent errors and ensure work products are accurate and complete

Cross-Coverage / Team Support
Provide coverage for other Administrative Assistants as part of standard cross-coverage expectations
Share knowledge, maintain coverage documentation, and ensure continuity of service when team members are out
Collaborate with administrative colleagues to distribute workload and support departmental needs

Required Qualifications
High school diploma or GED required; associate or bachelor’s degree preferred
2+ years of administrative support experience (faculty/executive support strongly preferred)
Demonstrated experience with complex scheduling and calendar coordination
Proficiency in common office software (e.g., Outlook, Word, Excel, Teams/Zoom) and ability to learn new systems quickly
Strong written and verbal communication skills
Proven ability to manage multiple priorities with accuracy and professionalism

Preferred Qualifications
Experience in an academic, clinical, or healthcare department environment
Experience with expense reporting systems and finance/expense documentation workflows
Experience supporting multiple leaders simultaneously in a fast-paced setting

Work Schedule
Monday–Friday, traditional daytime business hours.

Work Model / Location
Hybrid (remote/on-site) work model.
On-site work will be performed at one or both of the following locations, based on department needs:
Vanderbilt Stallworth Rehabilitation Hospital, Children’s Way
Osher Center for Integrative Health, West End Ave.

.

DEPARTMENT SUMMARY:

The Department of Physical Medicine and Rehabilitation (PM&R) at Vanderbilt University School of Medicine was established on April 1, 2012. Since that time, it has grown significantly, and PM&R has become an integral specialty at the Vanderbilt University Medical Center (VUMC). Our goal is simple: to be the top PM&R program.  To accomplish this goal, we are building an exceptional team that will provide our patients with world-renowned care, while simultaneously empowering our students and faculty to conduct outstanding research and be thought leaders in the field. We are actively recruiting outstanding faculty, developing clinical centers of excellence, creating innovative graduate and post-graduate educational programs, building research capacity and establishing a clinical and translational research agenda. Vanderbilt University is a recognized and respected leader in education, research and patient care. I am thrilled to have the opportunity to build a new department in such a rich academic environment. I look forward to collaborating with professional colleagues and advocates interested in the advancement of PM&R.  For additional information, please visit  https://www.vumc.org/pmr/welcome-physical-medicine-and-rehabilitation.

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.
• Data Analysis (Intermediate): The ability to analyze data in an accurate manner.
• 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.
• 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.

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 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: - 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 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:

4 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.