Senior 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 diverse 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 recognizes that diversity is essential for excellence and innovation. We are committed to an inclusive environment where everyone has the chance to thrive and where your diversity of culture, thinking, learning, and leading 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:**

Compliance Operations - VUH

**Job Summary:**

JOB SUMMARY

Performs administrative and business support related duties of a complex nature in support of an area with minimal guidance.

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**Key Responsibilities** :

+ **Support.** Perform general office support functions such as telephone, e-mail, visitor, and correspondence responses; managing office supplies; scheduling meetings; producing and revising reports; reviewing and reconciling general ledger entries; and assisting with personnel and budgeting issues as requested.

+ **Project Management.** Facilitate the formation and pursuit of basic project plans, including compiling data, conducting basic investigations or research and summarizing findings.

+ **Outreach.** Assist with periodic communication on regulatory developments and areas of special interest or scrutiny to the VUMC workforce.

+ **Website** . Assist in the design of tools and mechanisms of regulatory information available to VUMC workforce members and the profile of the Compliance Office throughout VUMC.

+ **Compliance Efforts** . Assist as requested with the general compliance program initiatives of the Compliance Office within VUMC.

+ **Collaboration.** Facilitate communication between the Compliance Office, its staff, and other functions of VUMC to minimize regulatory risk and maximize clinical, financial, and administrative efficiency.

This position can work remotely in the greater Nashville, TN area; however, there is an expectation to go into the office in Nashville on a periodic/semi-regular basis.

A day in the life of the role may include:

+ Receiving, screening, and routing incoming calls, mail, and deliveries; maintaining inventory of break room and office supplies; maintaining records and files, electronic and hardcopy.

+ Checking the Compliance Office Shared Inbox daily and replying or routing emails as appropriate.

+ Greeting visitors and maintaining neatness of common areas of the office.

+ Assisting Compliance Office staff with scheduling meetings and managing calendars, including availability of conference rooms; preparing meeting materials as needed.

+ Assisting compliance team with obtaining or preparing reports as needed.

+ Attending and taking minutes for meetings as requested.

+ Becoming the Workday Super User for the Compliance Office, which may include attending Workday HCM Town Hall meetings and/or additional training.

+ Placing Requisitions within Workday and creating receipts.

+ Verifying purchases and monthly transactions; monitoring budget; ensuring prompt payment of invoices; acting as trustee for departmental Purchasing card (Pcard).

+ Being responsible for all forms of procurement for the office, including computer equipment and IT services.

+ Supporting routine recurring compliance program functions and assisting staff with projects and other duties as requested.

**Qualifications** :

+ Associates or Bachelor's Degree preferred; equivalent experience will be considered.

+ 3 years of experience in administrative support. Health care experience preferred.

+ Experience as liaison and in coordinating activities between departments and functions.

+ Demonstrated expertise with Microsoft products (Project, Access, Visio, PowerPoint, Outlook, Excel, Word), web technologies and database tools, and willingness to learn new technologies when presented.

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

Vanderbilt Health recognizes that diversity is essential for excellence and innovation. We are committed to an inclusive environment where everyone has the chance to thrive and to the principles of equal opportunity and affirmative action. EOE/AA/Women/Minority/Vets/Disabled