Sr. Administrative Assistant

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:
Undiagnosed Disease Operations Team

Job Summary:
In your pivotal role as Sr. Administrative Assistant, you will work within the Division of Genetics at Vanderbilt University Medical Center, specifically supporting The Potocsnak Center for Undiagnosed and Rare Diseases at Vanderbilt (VUDP). You will provide leadership for the creation, coordination, execution, and growth of complex programs independently. You will also provide leadership to support programs that are expected to experience significant change, expansion, or evolution over time.

REQUIRED:
• HSD/GED
• 4 years of experience, ideally in a healthcare setting
• Experience in Project Management helpful

You will work largely on site between our offices located at Vanderbilt Medical Center North and One Hundred Oaks with the possible opportunity to work some hours remotely from home. Your schedule will be Monday-Friday, standard daytime business hours.

DEPARTMENT SUMMARY:

The Potocsnak Center for Undiagnosed and Rare Disorders exists to solve medical mysteries for patients with complicated conditions and rare diseases. Our goal is to provide answers and offer hope to adults and children whose symptoms have not led other health care providers to solutions. Our patients benefit from a multidisciplinary approach involving experts from across Vanderbilt University Medical Center.

KEY RESPONSIBILITIES

Financial Responsibilities

• Track Faculty Continuing Medical Education for out-of-state licenses
• Ability to monitor costs, expenses, and revenue as well as the ability to manage those costs and expenses in relation to budgeted amounts
• Review invoices against contractual agreements
• Partners with division administrator to resolve budgetary issues
• Creates financial reports

Administrative support

• Order/maintain supplies, managing supply budget, schedule IT services
• Manage Faculty calendars through Outlook
• Administrative support for Faculty/Staff: correspondence; travel coordination and expense reporting; Calendar management; additional projects as assigned
• Manage student rotations and scheduling
• Maintain Faculty personnel files
• Track Faculty/Staff certifications to ensure all stay up to date. Provide Faculty with notifications when licensures are close to expiring
• Manage office supplies
• Assist in coordinating Department events
• Manage various patient queues, assisting with tracking workflows, answering calls and emails regarding patient inquiries and triaging appropriately, and assisting with medical record requests
• Liaison with IT, Procurement, Office of Faculty Affairs and other departments to ensure requests/needs are met.
• On an as-needed basis, interpret policies and procedures in daily operations.
• Complete ad hoc projects as requested by faculty and administrators.

TECHNICAL CAPABILITIES

• Human Resources Policies and Procedures (Fundamental Awareness): Knowledge, adherence and application of human resources policies and procedures.

• Project Management (Intermediate)

• 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.