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Lead Administrative Assistant-Center for Professional Health

4 months ago

Nashville, United States Vanderbilt University Medical Center Full time

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:

Internal Medicine

Job Summary:

The Lead AA will assist in general Center for Professional Health (CPH) duties. The Lead AA will take on all major administrative duties for the center including activities related to both courses, scheduling, and all new programs, divided between general CPH administrative duties, and the duties for courses and programs.

Department Summary:

The Center for Professional Health at Vanderbilt University Medical Center has been supporting physician wellness and promoting professionalism and healthy relationships for over three decades.

In 1988, CPH offered its first training program on Safe Prescribing of Controlled Substances. With a grant from The Robert Wood Johnson Foundation in 1997, the organization expanded resources for education and research. Now with over 35 years of experience, CPH serves as a guide for helping physicians and healthcare providers nationally.

All our programs are grounded in the belief that with proper training, knowledge, tools, and practice, healthcare providers can prevent and overcome the negative effects of burnout and distress. With new self-awareness, they can improve work relationships, communicate more effectively, and find deeper joy in their work.

The Center for Professional Health is located at Vanderbilt University Medical Center (VUMC) in Nashville, part of the Division of General Internal Medicine and Public Health and is led by Director Dr. Charlene Dewey.

We invite you to explore our educational offerings and contact us with any questions.

We believe that self-investment is the best investment you can make. Reach your educational goals with the Center for Professional Health

.

Brief Summary of Lead AA Responsibilities:

  • Actively support all CME training courses, programs, retreats, coaching clients, and teaching activities internal and external to VUMC as needed with scheduling, correspondences, and other communications.

  • Enrolling participants into courses and programs (live, virtual, and on-line)

  • All communications and correspondences from the Center (between faculty, faculty and participants, participants, and potential inquiries for courses, programs, and coaching clients, etc.) via mail, email, phone, fax, video, etc.

  • Communications with other offices within VUMC/VUSM/VU as well as communications with administrators and physicians, etc. (including external organizations that collaborate and work with CPH)

  • All scheduling related to courses, programs, and coaching, along with faculty and office schedules, calendar maintenance, and organizing committee and team meetings

  • Oversight of the purchases for the office, technology purchases (Adobe, etc.), reimbursements, and travel expenses (WorkDay, concur, mail, etc.), and checking purchase orders in Instamed.

  • Assist in administrative roles for faculty - calendar schedules, meeting scheduling, form completion, conference registration, credentials, etc.

  • Materials preparation and dissemination (binder construction, program binders, etc.) and mailing/shipping to participants via FedEx

  • Assist with computer and office maintenance (upkeep of copier, Pegasus tickets, trouble shooting for building maintenance, etc.) and licenses for computers/programs

  • Maintenance of shared drive and file process and assure confidentiality.

  • Provide administrative support for faculty, the Program Manager, and the Research Analyst within the Center as requested/needed.

  • Assist the research team with grant administrative functions and grant purchases and coordination.

  • Assist the PM in webpage updates/maintenance and social media platforms.

  • Assist in the team efforts to develop new initiatives for the expansion (i.e. the Wellness Resort – enrollment)

  • Maintain individual training and credentials as appropriate.

Required skills : (Standard VUMC software)

  • Expert organization skills and multitasking (organizing files – paper, computer-based, etc.)

  • Ability to handle a fast-paced and evolving office environment

  • Proficiency in:

  • Microsoft office (PowerPoint, Word, Excel), Outlook, Teams, WorkDay, Instamed – check banking payments

  • Phone Polycom, skype for business, etc.

  • Teams, Cisco Webx, etc.

  • VUMC requests (facilities, Pegasus, etc.)

  • Taking minutes, phone communications, written communications

  • Database management – RedCap, Excel, BOX

  • Purchasing with VUMC preferred vendors

  • Use of VUMC/non-VUMC services: FedEx, USPS, and other mailing entities, food vendors, printing vendors, etc.

Familiarity with special programs make include – (preferred some skill or ability to learn) - Adobe, captivate, social media platforms, Learning Management Systems (e.g. Moodle/SparkLearn, Coursera, Canvas, Learning Exchange, etc.), VUMC grants office for DOM.

Required Interpersonal and Professional Skills/Behaviors :

  • Exceptional verbal and written communication skills

  • Professional demeaner appropriate for VUMC and according to the VUMC Credo

  • Excellent interpersonal skills and ability to work in teams and with diverse individuals in/outside of VUMC

  • Understanding of grant administration is highly valued

  • Someone who demonstrates the ability to navigate their own emotions and the emotions of others (course participants, team members, and coaching clients, etc.)

  • Someone who values feedback for growth and who is open to giving and receiving feedback

TECHNICAL CAPABILITIES

• Financial Processes (Intermediate): 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 (Advanced): 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.

• Ad Hoc Reporting (Intermediate): The ability to access information from databases and prepare reports.

• Analytical Skills (Novice): The process of identifying, evaluating, interpreting and organizing data. It includes sorting through data to identify patterns and establish relationships for decision making.

• Human Resources Policies and Procedures (Novice): 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: Independently performs non-routine tasks that significantly impact team and other related teams.* Problem Solving/ Complexity of work: Gathers and analyzes data to solve problems that arise with little or no precendent.* Breadth of Knowledge: Applies advanced job knowledge and has developed a breadth of skills in other areas. * Team Interaction: Serves as a lead for the team by providing expertise and guidance to team members.

Core Capabilities :

Supporting Colleagues: - Develops Self and Others: Invests time, energy, and enthusiasm in developing self/others to help improve performance e and gain knowledge in new areas. - Builds and Maintains Relationships: Maintains regular contact with key colleagues and stakeholders using formal and informal opportunities to expand and strengthen relationships. - Communicates Effectively: Recognizes group interactions and modifies one's own communication style to suit different situations and audiences. Delivering Excellent Services : - Serves Others with Compassion: Seeks to understand current and future needs of relevant stakeholders and customizes services to better address them. - Solves Complex Problems: Approaches problems from different angles; Identifies new possibilities to interpret opportunities and develop concrete solutions. - Offers Meaningful Advice and Support: Provides ongoing support and coaching in a constructive manner to increase employees' effectiveness. Ensuring High Quality : - Performs Excellent Work: Engages regularly in formal and informal dialogue about quality; directly addresses quality issues promptly. - Ensures Continuous Improvement: Applies various learning experiences by looking beyond symptoms to uncover underlying causes of problems and identifies ways to resolve them. - Fulfills Safety and Regulatory Requirements: Understands all aspects of providing a safe environment and performs routine safety checks to prevent safety hazards from occurring. Managing Resources Effectively : - Demonstrates Accountability: Demonstrates a sense of ownership, focusing on and driving critical issues to closure. - Stewards Organizational Resources: Applies understanding of the departmental work to effectively manage resources for a department/area. - Makes Data Driven Decisions: Demonstrates strong understanding of the information or data to identify and elevate opportunities. Fostering Innovation: - Generates New Ideas: Proactively identifies new ideas/opportunities from multiple sources or methods to improve processes beyond conventional approaches. - Applies Technology: Demonstrates an enthusiasm for learning new technologies, tools, and procedures to address short-term challenges. - Adapts to Change: Views difficult situations and/or problems as opportunities for improvement; actively embraces change instead of emphasizing negative elements.

Position Qualifications:

Responsibilities:

Certifications:

Work Experience:

Relevant Work Experience

Experience Level:

5 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