Lead Administrative Assistant

Located in Nashville, Tennessee, Vanderbilt University Medical Center (VUMC) operates at a global crossroads of teaching, discovery, and patient care. It is a community where expertise is valued, knowledge is expanded, and abilities are challenged. Vanderbilt Health is committed to an environment where everyone has the chance to thrive and uniqueness is celebrated.

About the Role

This position provides comprehensive administrative support to the Vice-Chair for Surgical Research and associated faculty. Responsibilities include handling highly confidential information, managing faculty appointments and promotions, coordinating complex calendars and travel, processing expenses and credentialing, and serving as a liaison between faculty and staff. The role involves organizing meetings and events, supporting research and lab operations, maintaining office records, and managing multiple projects with shifting priorities.

Responsibilities

• Process a high level of extremely confidential and sensitive information relating to faculty affairs, research & grant activities, and personnel issues.
• Screen and handle complex incoming phone calls; process incoming and outgoing mail.
• Monitor and help process faculty appointments, reappointments, and promotions.
• Process VA credentialing for Vice Chair and serve as liaison between faculty and staff, resolving issues or escalating as needed.
• Arrange and coordinate complex calendars, including extensive travel, difficult meeting schedules, and appointments, anticipating needs and changes.
• Make travel arrangements for Vice Chair, other Surgical Research faculty, and visiting speakers.
• Submit expenses for reimbursement or payment via Workday, reviewing for compliance with departmental and Vanderbilt policies.
• Plan meetings for various committees with members from different departments and coordinate special events.
• Manage multiple projects concurrently, meeting deadlines and adapting to shifting priorities.
• Provide support for activities on national committees or other professional affiliations.
• Prepare agendas, memos, and correspondence on behalf of Vice Chair.
• Assist other faculty with administrative tasks such as scanning, saving files electronically, and creating spreadsheets.
• Develop and maintain office files relating to personnel, budget & grant activities, and affiliated matters.
• Support Vice Chair with lab activities including scheduling weekly or bi-weekly personnel meetings and interviews for potential research faculty.
• Support lab members with logistics such as preparing FedEx labels for national and international research samples, scheduling defense committee meetings, and arranging travel.

Core Accountabilities

• Organizational Impact: Independently performs non-routine tasks that significantly impact the team and related teams.
• Problem Solving/Complexity of Work: Gathers and analyzes data to solve problems with little or no precedent.
• Breadth of Knowledge: Applies advanced job knowledge and has developed skills in other areas.
• Team Interaction: Serves as a lead for the team by providing expertise and guidance.

Core Capabilities

Supporting Colleagues

• Develops Self and Others: Invests time and energy in developing self and others to improve performance and gain knowledge.
• Builds and Maintains Relationships: Maintains regular contact with key colleagues and stakeholders to expand and strengthen relationships.
• Communicates Effectively: Adapts communication style to suit different situations and audiences.

Delivering Excellent Services

• Serves Others with Compassion: Seeks to understand current and future needs of stakeholders and customizes services accordingly.
• Solves Complex Problems: Approaches problems from different angles to identify new opportunities and develop solutions.
• Offers Meaningful Advice and Support: Provides ongoing support and coaching to increase employees' effectiveness.

Ensuring High Quality

• Performs Excellent Work: Engages in dialogue about quality and addresses issues promptly.
• Ensures Continuous Improvement: Identifies underlying causes of problems and ways to resolve them.
• Fulfills Safety and Regulatory Requirements: Understands and performs routine safety checks to prevent hazards.

Managing Resources Effectively

• Demonstrates Accountability: Focuses on and drives critical issues to closure.
• Stewards Organizational Resources: Effectively manages resources based on departmental understanding.
• Makes Data-Driven Decisions: Uses data to identify and elevate opportunities.

Fostering Innovation

• Generates New Ideas: Proactively identifies new ideas and opportunities to improve processes.
• Applies Technology: Demonstrates enthusiasm for learning new technologies and tools.
• Adapts to Change: Views challenges as opportunities for improvement and embraces change.

Requirements

• 5 years of relevant work experience.
• High School Diploma or GED.

Benefits

This role offers a comprehensive benefits package which may include health, disability, retirement, and/or wellness offerings to enhance well-being and professional growth.