Bilingual Administrative Assistant Family Resource Center - ON SITE

About this role

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: Family Resource Center Job Summary: In this pivotal Administrative Assistant role, you will provide day-to-day administrative support to ensure smooth operations and excellent service. You’ll help manage the flow of daily work, respond to requests using established guidelines, and partner with teammates to meet department priorities. Because you will regularly interact with patients and their families, kindness, compassion, and professionalism are essential.

Key Duties/Tasks: Provide administrative support for an area’s daily activities, with occasional guidance Respond to customer/patient needs by following established procedures and escalating or consulting with others when appropriate Organize and prioritize daily tasks to ensure service needs and deadlines are met Support a welcoming, patient- and family-centered environment

Required Qualifications High School Diploma or GED (Associate’s Degree or higher preferred) Minimum 2 years of relevant experience Comfortable with technology and able to learn new software quickly Bilingual (English/Spanish)

Schedule & Location On-site at Monroe Carell Jr. Children’s Hospital at Vanderbilt (Nashville, TN) You will work 35 hours weekly between 8AM-4:30 PM with flexibility on start/end times. .

KEY RESPONSIBILITIES • Performs a variety of administrative support which may include scheduling, booking travel, expense processing and purchasing. • Compiles, coordinate and assist in the collection, processing and submission of data. • Prepares reports and other documentation as requested by area. • Creates and maintains accurate documents and records. • Bilingual, Spanish/English Strongly preferred • The responsibilities listed are a general overview of the position and additional duties may be assigned. TECHNICAL CAPABILITIES • Calendar Maintenance (Novice): The ability to prioritize and maintain a calendar or calendars of scheduled meetings or events. Able to accurately change or update a calendar with no scheduling conflicts. • Document Management (Novice): The use of a computer system and software to store, manage and track electronic documents and electronic images of paper based information captured through the use of a document scanner. • Financial Processes (Fundamental Awareness): 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 (Novice): 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 Verification (Novice): The ability to verify data in an accurate manner. • Human Resources Policies and Procedures (Fundamental Awareness): 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: Performs tasks that are typically routine that may impact team's performance with occasional guidance. * Problem Solving/ Complexity of work: Utilizes some discretion and research to solve routine problems. * Breadth of Knowledge: Applies knowledge of standards, established processes and procedure that apply to your own job. * Team Interaction: Provides guidance to entry level co-workers. 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. - Fulfills Safety and Regulatory Requirements: Demonstrates basic k

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