Lead Administrative Assistant - ON SITE

Discover Vanderbilt Health: With eight hospitals and over 180 clinics, we are the region’s largest comprehensive academic health system. Vanderbilt Health has a long tradition of providing world-class care to the people of the Mid-South, living out our mission of moving medicine forward through preeminent programs in patient care, education and research. Here you’ll find a spirit of collaboration and a supportive community where your expertise is valued, your knowledge expanded and your uniqueness celebrated. We are committed to fostering an environment where talented, compassionate people are united in bringing the most advanced care to our neighbors throughout the region.

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Monroe Carell is one of the nation’s leading children’s hospitals and the largest in the Southeast. From providing the highest-level neonatal intensive care and organ transplants to fixing broken arms, solving the most complex problems prepares us to solve any problem. Nationally ranked byU.S. News & World Report in nine specialties, we partner with experts across Vanderbilt Health to bring the most innovative care to children and families throughout our region. For more information, please visit https://www.childrenshospitalvanderbilt.org/.

KEY RESPONSIBILITIES

• Manage calendars, scheduling, and administrative support for department leadership.
• Coordinate meetings, educational activities, and departmental events.
• Organize interviews, visitor itineraries, onboarding activities, and learner schedules.
• Maintain schedules, calendars, and coverage tracking systems.
• Prepare and process administrative and financial documents, including travel, reimbursements, and personnel requests.
• Coordinate departmental communications and distribute routine updates.
• Order and maintain office and departmental supplies.
• Support operational needs by submitting service requests and resolving administrative issues.
• Serve as a primary resource for administrative processes and provide guidance to staff as needed.
• Assist with special projects and initiatives to support departmental goals.

Qualifications

• Strong organizational, communication, and customer service skills.
• Ability to manage multiple priorities and deadlines.
• Proficiency with scheduling, office, financial, and administrative systems.
• Attention to detail and ability to handle sensitive information with discretion.

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.

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This role offers the opportunity to make a meaningful impact within Vanderbilt Health, supported by a comprehensive benefits package which may include health, disability, retirement and/or wellness offerings to enhance your well-being and professional growth.

Vanderbilt Health is committed to fostering an environment where everyone has the chance to thrive and is committed to the principles of equal opportunity.  EOE/Vets/Disabled.