Assoc Executive 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:

Adult Enterprise Admin

Job Summary:

JOB SUMMARY

Performs administrative and business support related duties of a complex nature in support of executive leadership with some guidance.

This position serves as a member of the Office of the President and Chief Operating Officer, Vanderbilt University Hospital (VUH). The person in this role will be expected to perform a broad range of high-level administrative responsibilities. Additionally, working together with the VUH administration support team, he/she will also help to provide support to the overall administrative and operational functions of the VUH administration offices.

He/she will represent the Office of the VUH President and Chief Operating Officer in a professional manner, interacting daily with Vanderbilt University Medical Center leadership, departmental customers and administrative professional peers.

The person in this role is expected to handle sensitive and confidential information with utmost discretion. This position involves a high degree of flexibility and initiative, requiring the ability to work proactively, both independently and as part of a team. This position requires the confidence and competence to make independent decisions on matters of significance free from immediate direction. The person in this role is joining a team whose foundation is based upon the VUMC Credo and Behaviors and will be expected to adopt and follow these values as he/she executes the responsibilities of this role.

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KEY RESPONSIBILITIES

Provide high-level support to the Office of the VUH President and Chief Operating Officer, including, but not limited to:

• Perform advanced, diversified, and confidential administrative duties requiring broad and comprehensive experience, outstanding interpersonal skills and independent judgment based upon experience.

• Manage correspondence and communication (verbal, written, and e-mail) using independent judgment, and requiring a high degree of confidentiality, discretion, and professionalism

• Provide high-level, proactive support for other key meetings, including scheduling, meeting package preparations, material and agenda content tracking, attending meetings and taking minutes and/or notes, tracking action items and decisions made, and generating all necessary follow-up correspondence to ensure work is completed as appropriate to support related meeting business and to prep for subsequent meetings

• Provide complex calendar management, exercising discretion and judgment to analyze and appropriately prioritize complicated and challenging calendars

• Develop, execute and manage a plan for coordinating events, retreats and site visits as needed, including timeline development, action items, budget planning and reconciliation, logistics, agenda planning and catering

• Responsible for defined parts of projects in support of enterprise-wide initiatives

• Working together with the VUH administration support team to ensure the successful administrative function of the VUH administration offices overall

• Provide assistance and back-up coverage for the VUH President and COO and CNO, as well as the VUH Surgical, Medical and Heart/Neuro Segment leadership teams.

• Resolve routine and complex inquiries from inception to resolution, including those regarding highly confidential matters and urgent/emergent operations issues, in a timely and efficient manner, seeking advice and direction from supervisor as appropriate

• Screens/triages telephone calls and visitors

• Provide and coordinate information and materials for upcoming presentations and/or analysis

• Assists with designing, editing, and reviewing presentation materials for content, grammatical, and/or presentation style correction, ensuring deadlines are met and all materials required are correct and assembled

• Access, understand and appropriately utilizes VUMC proprietary database/software systems (My Workday, Concur, Kronos, etc.)

• Reconcile P-Card charges, travel and other expense reports

• Performs key administrative functions which may include serving as representative of the organizational area.

• 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.

• Other responsibilities and/or projects as 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.

• 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.

• Data Analysis (Intermediate): The ability to analyze data in an accurate manner.

• 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.

Knowledge, Skills and Experience - Desired :

• Associate or Bachelor’s degree or an equivalent combination of education and/or experience with at least one year of administrative office experience supporting mid- to high-level leadership

• A high degree of professional interpersonal skills with the ability to interact well with others.

• Exceptional customer service skills demonstrated by a consistent professional demeanor.

• Exemplary attention to detail with strong proofreading and grammar skills

• Experience working within VUMC

• Demonstrated ability to work independently, showing sound judgment based upon experience, as well as the capability to work as part of a diverse team in a professional and collaborative manner.

• Ability to analyze, compare, and evaluate various courses of action and make independent decisions, seeking advice and direction from supervisors as appropriate

• High-level, proactive support for key meetings

• Experience with project coordination and support

• Must be able to analyze, manage and appropriately prioritize scheduling for extremely busy, high-level calendars

• Ability to assess competing priorities, manage workflow and meet operational deadlines.

• The skill to handle confidential materials and situations with professionalism, sensitivity and discretion.

• Excellent written skills

• Demonstrated strong Microsoft Office (Outlook, Word, PowerPoint, Excel, Visio) skills

• Knowledge, familiarity and utilization of a broad range of VUMC proprietary applications such as My Workday, Concur, Kronos, etc.

• Must be flexible, resourceful, and work well under pressure

• Experience working within a teamwork environment and culture.

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: Delivers job responsibilities that impact own job area/team with some guidance. Problem Solving/ Complexity of work: Uses existing procedures, research and analysis to solve standard job related problems that may require some judgement. Breadth of Knowledge: Requires subject matter knowledge within a professional area to meet job requirements. Team Interaction: Individually contributes to project/ work teams.

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 to supervisors 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:

1 year

Education:

Bachelor's

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