Senior Administrative Assistant, Clinical (IBD) - Hybrid in 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

GI Medicine TVC Admin

Job Summary

The Senior Administrative Assistant, Clinical provides advanced administrative and operational support for a multidisciplinary clinical team within the Inflammatory Bowel Disease (IBD) program. This role serves as a key resource for physicians, advanced practice providers (APPs), and clinical staff by coordinating administrative processes, supporting provider scheduling and time-away management, facilitating communication with referring providers, and maintaining access to electronic medical records to support patient care activities. The position requires strong organizational skills, attention to detail, discretion in handling sensitive patient information, and the ability to work independently while collaborating across multiple clinical divisions.

Employees in this role are expected to work onsite at Vanderbilt Health One Hundred Oaks each week.

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This position will provide direct administrative support to GI Physicians and Advanced Practice Providers, Psychologist, Psychotherapists and Social Workers.

Key Responsibilities

• Creates reimbursement request for travel and other expenses (Workday)
• Schedules Flights/Hotels (Concur)
• Communicates license renewals to Credentialing
• Helps facilitate Provider Onboarding – communication, computers, monitors, printers, supplies, phones, etc.
• Attends meetings
• Orders lab coats and sends to Linens for cleaning
• Handles physician communications via emails, phones, and message baskets
• Updates provider CV
• Handles Department errands
• Opens and Distributes mail
• Sends FedEx documents
• Prepares a variety of letters, as well as lab results and other correspondence, and communicates this information to patients through mailouts and MHAV
• Contacts patients’ PCPs and referring physicians with lab results and other information through mail or EPIC/Estar
• Arranges luncheons - sets up, cleans up
• Coordinates Provider Time Out Calendar and Providers’ calendars
• Creates providers’ time off in PTA Tool, communicates with schedulers, and follows up in EPiC/Estar to assure clinics are blocked
• Schedules IBD Conference Room
• Locates journal articles and emails to providers
• Requests work orders through Facility Management website
• Schedules Peer-Peer calls between providers and insurance companies
• Works with schedulers and nurses to ensure excellent patient care
• Manages attendings’ schedules (GI Consult and Bleeder Call)
• Communicates with faculty and staff regarding patient issues
• Orders supplies
• Escorts visiting speakers/guests
• Coordinates interviews when recruiting
• Reviews brochures for annual GI Update Conference
• Participates in Registration and misc. duties at the annual GI Update Conference
• Assists AAs in other GI departments when needed
• Trains new recruits
• Performs misc. odd jobs when requested by providers
• Works with Outlook, EPIC/Estar, Provation, Excel, Word, Workday, UKG

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

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.