Lead Administrative Assistant – Onsite, Nashville TN at Vanderbilt University Medical Center

Nashville, Tennessee, United States -

Full Time

Start Date

Immediate

Expiry Date

17 Oct, 26

Salary

0.0

Posted On

19 Jul, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Microsoft Office Suite, Workday, UKG, Calendar Management, Budgetary Analysis, Meeting Coordination, Time Management, Written Communication, Verbal Communication, Problem Solving, Confidentiality, Data Analysis, Administrative Support, Operational Support, Customer Focus, Project Management

Industry

Hospitals and Health Care

Description

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: Perioperative Admin Job Summary: The Lead Administrative Assistant provides comprehensive administrative and operational support to the Assistant Nursing Officer (ANO) and the Director of the Trauma and Injury Prevention Program, while serving as a key administrative resource for Monroe Carell’s Perioperative Services team. Hours: Monday - Friday, 8:00am - 5:00pm CST . Preferred Skills & Experience Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint Experience using Workday and UKG for HR, workforce management, and administrative processes Strong organizational and time-management skills with the ability to effectively prioritize competing demands Excellent verbal and written communication skills with a professional and customer-focused approach Exceptional attention to detail and commitment to accuracy Ability to manage multiple priorities and adapt to changing needs in a fast-paced healthcare environment Demonstrated ability to handle sensitive and confidential information with discretion Strong problem-solving skills and a proactive approach to supporting leaders and departmental operations Ability to collaborate effectively with administrative staff, clinical leaders, and cross-functional teams Experience coordinating meetings, events, schedules, and operational support activities preferred KEY RESPONSIBILITIES • Performs key administrative functions which may include serving as representative of the organizational area. • Proactively facilitates and manages administrative functions. • Supports and coordinates area initiatives. • Compiles data, analyzes information and summarizes findings in support of an area. • Analyzes and prepares budgetary data. • The responsibilities listed are a general overview of the position and additional duties may be assigned. 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.

Responsibilities

Provides comprehensive administrative and operational support to the Assistant Nursing Officer and the Director of the Trauma and Injury Prevention Program. Key duties include managing administrative functions, analyzing budgetary data, and coordinating area initiatives for the Perioperative Services team.