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Lead Administrative Assistant Clinical

2 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:

Section of Surgical Sciences

Job Summary:

Lead Administrative Assistant

Section of Surgical Sciences

This position will serve as a primary resource for daily operations of the Section of Surgical Sciences. S/he will serve as a liaison with internal/external groups and also be expected to independently provide general administrative support for the Section's the Chief Business Officer (CBO), in addition to 3 providers. Successful candidate will be able to perform a variety of complex routine and non-routine administrative duties. S/he must be able to balance conflicting demands and be highly organized. This individual must be able to work independently in a highly collaborative team environment and seek opportunities to contribute. S/he must be comfortable working with others across the organization. This job code is for those who need Electronic Medical Records access as part of their role.

Serves as a primary resource for daily operations and provides administrative and business support to complex area(s), independently. Serves as a liaison with internal/external groups.

.

Administrative Functions

  • Schedule routine and non-routine complex meetings for the CBO and 3 clinical and non-clinical faculty.

  • Review calendar of the CBO and faculty in advance to resolve conflicts/manage needed travel time/etc.

  • Provide administrative support to Director of Transplant, Director of Surgical Outcomes Research, and tenured research faculty.

  • Open, sort and screen mail and handle appropriately.

  • Support distribution of information and reports to faculty, staff and leadership as needed.

  • Coordination of various events including office celebrations, annual fellowship interviews, annual service awards event, etc.

  • Support coordination of large projects, activities and events. Assist with coordination of phone, calendar and Section related meetings.

  • Back up phone coverage for Section central office.

  • Coordinate dissemination and collection of time sensitive information for the CBO and PD.

  • Provide excellent customer service to the departments, administrators and other outside parties.

  • Other duties as assigned.

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.

Position Qualifications:

Preferred Additional Qualifications

  • 5 yrs prior work experience in an administrative setting, working for executive level professionals.

  • Proficient in the use of the Microsoft Product Suite including (Excel, Word, Power Point, Visio).

  • Prior knowledge of University policies and procedures a plus.

  • Demonstrated experience in effectively navigating complex systems to find answers to challenges.

  • Ability to work independently.

Department/Unit Summary:

Vanderbilt's Section of Surgical Sciences combines many of our surgical departments at Vanderbilt into one framework with the commitment to providing the best in patient care. Our specialty teams of surgeons and researchers work closely with one another to discover and reveal the latest medical and surgical innovations, while teaching our residents the many facets of surgery. This collaboration of disciplines allows us to provide an array of conventional and unique surgical services to the entire mid-south region resulting in outstanding patient outcomes.

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