Lead Administrative Assistant (Pediatric Critical Care)
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. It is a place 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.
Monroe Carell Jr. Children's Hospital at Vanderbilt is one of the nation's leading children's hospitals. We treat and help prevent all health issues ranging from colds and broken bones to heart disease and cancer.
The world-class facilities at Children's Hospital are a testament to our community's dedication to the health of children. Constructed in 2004 and expanded in 2012, our 271-bed hospital is a child-friendly place built on the science of healing.
A building alone does not make a great hospital. Our exceptional medical teams and the generous support of people like you enable us to provide every child who comes to us with the hope of improved health. Children's Hospital is a nonprofit facility. No child who needs our services is denied care on the basis of limited ability to pay.
Many of our doctors and surgeons are nationally recognized researchers who are finding new ways to cure and prevent childhood diseases. Their work preventing and treating premature birth, cancer, heart disease, spina bifida, and many other conditions is an investment in the future. We are at an important crossroads in child health. Our commitment to research and advocacy positions us to bring the promise of good health to children and families in our community and to share that hope with the world.
Your Role :
Manage independently the budgetary, personnel and physical facilities of a department, division or other organization unit. Develop administrative goals and priorities for long-range planning with an emphasis in strategic budgetary management.
Ability to multi-task, prioritize and function independently
Excellent organizational skills, effective communication, professional attitude and dependability
Willingness to collaborate with colleagues and leadership toward common goals
Experience in MSOffice Suite and ability to manage multiple Outlook calendars
Organize the flow of daily operations for the division to ensure service priorities are met
Use judgment to determine priority and urgency of tasks in the daily workflow
Willingness to learn with a professional demeanor
VUMC experience is preferred.
Responsibilities include but are not limited to:
Office Management and Leadership
Lead the day-to-day adherence to budget and department policies
Complete monthly ledger reconciliation with appropriate follow-up for corrections
Provide administrative leadership within the division, train and supervise Sr. AA
Liaison with multiple areas inside and outside of the department, including HR, IT, CME, Visas, Chair's office, Faculty Affairs, etc.
Implement, communicate, and follow new processes at the divisional level
Under direction of the division director, lead the administrative processes for faculty recruitment, on-boarding, and annual reports
Communicate and adhere to KRONOS policies, provide required sign-off for division's staff
Provide direct faculty support, calendaring, credentialing, travel etc., delegating tasks as needed to ensure accuracy and efficiency
Manage special projects and compile data
Maintain division's website information
General Administrative Support
Coordinate the division's travel processes, eProcurement, and purchases
Maintain division files, inventory, copiers, and required equipment
Coordinate meetings across multiple departments and organizations, taking minutes, and disseminating information to attendees and leaders
Coordinate facilities maintenance
Provide back-up support to Sr. AA on all fellowship functions and cross-train on required program elements including GME
Provide some general support to the administrative needs of the division's research staff/PIs
Assist the division's AOs in completing the general expense reviews
Other duties as assigned
Willingness to learn and cross train on basic research support (invoicing, COEUS, PEER, FACTr, biosketches, clinical trials, etc), supporting the Sr AA
Provide coverage to fellowship coordinator during busy season
Collaborate with department admin teams and participate in staff committees
High School Diploma or GED (or equivalent experience) and 5 years relevant experience
Because we are committed to providing the best in patient care, education and research, we are proud of our recent accomplishments:
US News & World Report: #1 Hospital in Tennessee, #1 Health Care Provider in Nashville, #1 Audiology ( Bill Wilkerson Center ), 12 adult and 10 pediatric clinical specialties ranked among the nation's best, #15 Education and Training
Truven Health Analytics: among the top 50 cardiovascular hospitals in the U.S.
Becker's Hospital Review: one of the "100 Greatest Hospitals in America"
The Leapfrog Group: grade "A" in Hospital Safety Score
National Institutes of Health: among the top 10 grant awardees for medical research in the US
Magnet Recognition Program: Vanderbilt nurses are the only group honored in Tennessee
Nashville Business Journal: Middle Tennessee's healthiest employer
American Hospital Association: among the 100 "Most Wired" medical systems in the US
Vanderbilt University Medical Center is home to Vanderbilt University Hospital, The Monroe Carell Jr. Children’s Hospital at Vanderbilt, the Vanderbilt Psychiatric Hospital and the Vanderbilt Stallworth Rehabilitation Hospital. These hospitals experienced more than 61,000 inpatient admissions during fiscal year 2015. Vanderbilt’s adult and pediatric clinics treated nearly 2 million patients during this same period.
Vanderbilt University Hospital and the Monroe Carell Jr. Children’s Hospital at Vanderbilt are recognized again this year by U.S. News & World Report’s Best Hospitals as among the nation’s best with 18 nationally ranked specialties.
Vanderbilt University Medical Center is world renowned because of the innovation, work ethic and collegiality of its employees. From our health care advances to our compassionate care, Vanderbilt owes its accomplishments and reputation to staff and faculty who bring skill and drive and innovation to the medical center day after day. World-leading academic departments and comprehensive centers of excellence pursue scientific discoveries and transformational educational and clinical advances across the entire spectrum of health and disea...se.
As the largest employer in middle Tennessee, we welcome those who are interested in ongoing development in a caring, culturally sensitive and professional atmosphere. Most of us spend so much of our lives at work, we want to be part of maintaining a workplace in which people support one another and encourage reaching for excellence. Many high-achieving employees stay at Vanderbilt because of the professional growth they experience and because of their appreciation of Vanderbilt’s benefits, public events and discussions, athletic opportunities, beautiful setting and, above all, sense of community and purpose.
Vanderbilt and its employees share a set of mutual expectations that have been created with productivity, legality, fairness and safety always in mind. We believe that our investment in training and compensating employees multiplies in value when we enable individuals to deliver their best performance for the benefit of us all.