Sr Administrative Assistant

About this role

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: Anesthesiology Job Summary: In your pivotal role as Sr. Administrative Assistant, you will provide administrative support for a busy education office. You will provide support for 4 faculty members, and an office of 7 staff. Our office manages a residency with 89 residents as well as 10 fellowships with 25 fellows. Day-to-day tasks would include: keeping calendars/schedules of our 4 faculty, managing a conference room schedule, ordering supplies for the office and residents, arranging catering for recruitment events as well as regular resident conferences. This role also provides support for our residency QI program and our Anesthesia Interest Group. This role will also provide assistance during recruitment, onboarding, and graduation, and other resident/fellow events as needed.

If you enjoy working remotely from home much of the time and working with fun, energetic teammates who are experienced, helpful and supportive, this is the position for you!

REQUIRED: High School Diploma or GED 4 years of relevant experience

You will work a remote hybrid work schedule with 2 days (Tuesday, Wednesday) in our office located at the main Vanderbilt Hospital on Medical Center Dr. in Nashville, TN and 3 days remotely from home. Your schedule will be Monday-Friday, traditional daytime business hours. .

DEPARTMENT SUMMARY : As one of the largest clinical programs in the nation, the Vanderbilt Department of Anesthesiology provides clinical care for the full spectrum of procedural, critical care, pain management, and perioperative medicine needs for more than 60,000 adult and pediatric patient encounters annually at more than 90 anesthetizing locations. Each year, nearly 20,000 patients are seen in the Vanderbilt Preoperative Evaluation Clinic (VPEC). Approximately 3,000 patients are seen annually in our Vanderbilt Interventional Pain Center, and approximately 20,000 Vanderbilt adult and pediatric patients receive an anesthetic during a radiologic, gastrointestinal, or other diagnostic or therapeutic procedure. Our faculty, residents, fellows, Certified Registered Nurse Anesthetists (CRNAs), and nurse practitioners provide care in six adult intensive care units, the pediatric and neonatal intensive care units, and perform more than 3,100 anesthetics per year in the labor and delivery suite.   For additional information, please visit   https://www.vumc.org/anesthesiology/clinical-care-0 .

KEY RESPONSIBILITIES • Performs a variety of administrative support which may include, but not limited to, scheduling, booking travel and budget reconciliation. • Ensures data/records are created and maintained to document financial, planning, correspondence, procedures, processes and other information. • Compiles data, analyzes information and summarizes findings in support of an area. • Prepares reports and other documentation as requested. • The responsibilities listed are a general overview of the position and additional duties may be assigned.

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. • 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 Capabilitie

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