Sr. Administrative Assistant
JOB SUMMARY:
Are you ready to join a collaborative, high performing team? Are you hungry,
humble and smart? Reporting to the Administrative Officer in the academic
Department of Emergency Medicine, the Senior Administrative Assistant plays
a valuable role in coordinating and executing administrative and business
support duties in collaboration with other administrative peers. The Senior
Administrative Assistant works in office, Mon-Friday daylight hours within
the Department Administrative Suite currently located on the 7th floor of
the Oxford House. The Admin Suite houses department physician leaders and
non-research administrative staff. The Senior Administrative Assistant is a
highly visible role and has the first and last contact with persons visiting
the administrative suite. You are a true ambassador for the Department.
Assignments vary in level of complexity. The applicant must be able to
fulfill duties and assignments of a complex nature in support of Emergency
Medicine, with minimal guidance.
Department/Unit Summary :
VUMC's Department of Emergency Medicine is a leader in clinical care, education and research. The Department has over 50 staff and 100 faculty across seven divisions: airway management; emergency medicine services; global emergency medicine; medical photography; emergency medicine research; simulation; and ultrasound. As the only adult and pediatric Level 1 trauma center in Central Tennessee, VUMC's combined emergency departments see over 135,000 patients annually, approximately 20,000 of which are seen at the Vanderbilt Bedford County Hospital Emergency Department . The Department of Emergency Medicine physicians currently provide services at Vanderbilt University Adult Hospital, the Emergency Department of the Nashville Veterans Administration Medical Center, Vanderbilt Wilson County Hospital (VWCH), and effective, July 1, 2022 the Vanderbilt Tullahoma-Harton and Vanderbilt Bedford County Hospitals.
The department is ranked in the top ten nationally by NIH funding. With an extensive research infrastructure, the department is a leader in designing innovative department-based research and garners high accolades in both its industry and federally funded studies. Faculty and researchers in the department produce numerous peer-reviewed publications and are well regarded by their peers nationally and globally. Recently, in partnership with the Institute for Medicine and Public Health (IMPH) and the Center for Health Services Research, the Department established a Center for Emergency Care Research and Innovation (CERI) to help determine the best care for patients who experience trauma or require emergency services even before going to a hospital. CERI's goal is to provide the infrastructure and resources to further develop collaborations of clinical investigators and to recruit and to mentor junior and mid-career investigators and research staff. CERI is expanding existing collaborations between and among investigators in the Divisions of Emergency Medicine; Trauma and Surgical Critical Care; Allergy, Pulmonary and Critical Care; as well as other divisions in the Departments of Medicine, Pediatrics, Biostatistics and Health Policy. Education is a priority for the department. There currently are 39 residents in this highly regarded and sought-after program. Much of the residency program's stellar reputation rests on the efforts of faculty members and upper-level residents who view excellent teaching as a core component of their responsibilities. The fourth-year medical student rotation is the highest rated required clinical rotation in the medical school. Currently, the Department offers fellowships in emergency medicine services and event medicine; ultrasound; simulation; global emergency medicine; sports medicine; and emergency medicine education.
View how Vanderbilt Health employees celebrate the difference they make every day:
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.
VUMC Recent Accomplishments
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 Adult Hospital in Tennessee and metropolitan Nashville, named to the Best Hospitals Honor Roll of the top 20 adult hospitals, 10 nationally ranked adult specialty programs, with 3 specialties rated in the top 10 nationally, Monroe Carell Jr. Children's Hospital at Vanderbilt named as one of the Best Children's Hospital in the nation, with 10 out of 10 pediatric specialties nationally ranked.
* Healthcare's Most Wired: Among the nation's 100 "most-wired" hospitals and health systems for its efforts in innovative medical technology.
* Becker's Hospital Review: named as one of the "100 Great Hospitals in America", in the roster of 100 Hospitals and Health Systems with Great Oncology Programs and to its list of the 100 Hospitals with Great Heart Programs.
* The Leapfrog Group: One of only 10 children's hospitals in the to be named at Leapfrog Top Hospital.
* American Association for the Advancement of Science: The School of Medicine has 112 elected fellows
* Magnet Recognition Program: Received our third consecutive Magnet designations.
* National Academy of Medicine: 22 members, elected by their peers in recognition of outstanding achievement
* Human Rights Campaign Healthcare Equality Index: 6 th year in a row that Vanderbilt University Medical Center was a Leader in LGBTQ Healthcare Equality.
KEY RESPONSIBILITIES:
- Performs a variety of administrative support which may include, but not limited to, scheduling, booking travel and budget reconciliation.
- 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.
- The responsibilities listed are a general overview of the position and additional duties may be assigned.
TECHNICAL CAPABILITIES:
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.
AD HOC REPORTING (INTERMEDIATE): - The ability to access
information from databases and prepare reports.
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.
HUMAN RESOURCES POLICIES AND PROCEDURES (FUNDAMENTAL AWARENESS): -
Knowledge, adherence and application of human resources policies and
procedures.
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.
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 change by keeping an open mind to changing plans and incorporates change instructions into own area of work.
