Sr. Administrative Assistant - Asthma, Allergy and Immunology

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. Vanderbilt Health is committed to an environment where everyone has the chance to thrive and where your uniqueness 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.

Organization:

Allergy, Pulmonary and Critical Care Medicine

Job Summary:

We are looking for a smart, organized, detail-oriented and friendly administrative assistant to join our Asthma and Allergy team! This individual will support a busy Asthma, Allergy and Immunology section director as well as other faculty members, so strong written and oral communication skills are necessary. Self-starter attitude a must!

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KEY RESPONSIBILITIES

• Acts as gatekeeper and assists busy Asthma, Allergy, and Immunology Section Director in supportive role which may include scheduling meetings, calendar management, visitor coordination and support, procurement, and expense report preparation.

• Coordinates travel arrangements, including flights, hotels and ground transportation. Submits travel expenses for reimbursement for appropriate expenditures.

• Manages and coordinates events including vendor and meal selection, audio visual setup, procurement and set up of necessary decor and supplies, including vendor management.

• Utilizes Microsoft Office for email, document preparation, spreadsheets, presentations, etc.

• Cooperatively works with other administrative staff to support Section Director, faculty, staff, fellows and students.

• Assists research faculty in calendar management, scheduling, travel arrangements and reimbursements.

• Ensures the smooth functioning of office operations.

• The responsibilities listed are a general overview of the position and additional duties may be assigned.

DEPARTMENT SUMMARY

Welcome to the Division of Allergy, Pulmonary and Critical Care Medicine at Vanderbilt University Medical Center.

Our mission is to:

• Deliver world-class clinical care to patients with allergic diseases, pulmonary conditions, and critical illness through employing a collaborative, multi-disciplinary approach

• Lead in the development of cutting-edge, patient-focused research that extends from basic discoveries to clinical implementation

• Provide state-of-the-art education and training to inspire and nurture the next generation of leaders in allergy and immunology, pulmonary and critical care medicine, and interventional pulmonology

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.