Lead Administrative Assistant - ON SITE

Located in Nashville, Tennessee, Vanderbilt University Medical Center 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

In this pivotal role as Lead Administrative Assistant, you will serve as a primary resource for daily operations, providing administrative and business support to complex area(s) independently. You will also act as a liaison with internal and external groups. Your duties will include calendar and meeting support for the Associate Nursing Officer and assisting with maintaining the operations of the NICU through ordering, scheduling, and organizing.

This position works Monday-Friday during traditional daytime business hours on site at Vanderbilt Children’s Hospital, located at 2200 Children’s Way in Nashville, TN.

About the department

Join our team in a Level IV Neonatal Intensive Care Unit (NICU) dedicated to providing advanced, compassionate care to our most vulnerable patients. Our NICU includes over 131 beds and supports more than 1,500 premature and/or critically ill newborns annually. Neonatal Services is organized into specialized pods, allowing for cohorting of patient diagnoses and delivery of highly expert, focused care.

Responsibilities

• Performs key administrative functions, including serving as a representative of the organizational area.
• Proactively facilitates and manages administrative functions.
• Supports and coordinates area initiatives.
• Compiles data, analyzes information, and summarizes findings in support of an area.
• Analyzes and prepares budgetary data.
• Additional duties may be assigned.

Technical Capabilities

• Financial Processes (Intermediate): Ability to monitor costs, expenses, and revenue, as well as manage those costs and expenses in relation to budgeted amounts.
• Clerical/Administrative (Advanced): Includes duties such as ad hoc reporting, calendar maintenance, data entry, document preparation, meeting coordination, inventory management, travel arrangements, and word processing.
• 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 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.

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 to team members.

Core Capabilities

Supporting Colleagues

• Develops Self and Others: Invests time, energy, and enthusiasm in developing self and others to improve performance and gain knowledge in new areas.
• Builds and Maintains Relationships: Maintains regular contact with key colleagues and stakeholders to expand and strengthen relationships.
• Communicates Effectively: Recognizes group interactions and modifies 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 and identifies new possibilities to develop concrete solutions.
• Offers Meaningful Advice and Support: Provides ongoing support and coaching in a constructive manner to increase effectiveness.

Ensuring High Quality

• Performs Excellent Work: Engages in dialogue about quality and addresses issues promptly.
• Ensures Continuous Improvement: Applies learning experiences to uncover underlying causes of problems and identify solutions.
• Fulfills Safety and Regulatory Requirements: Understands all aspects of providing a safe environment and performs routine safety checks.

Managing Resources Effectively

• Demonstrates Accountability: Focuses on and drives critical issues to closure.
• Stewards Organizational Resources: Applies understanding of departmental work to manage resources effectively.
• Makes Data-Driven Decisions: Demonstrates a strong understanding of information 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 to address challenges.
• Adapts to Change: Views difficult situations as opportunities for improvement and embraces change.

Requirements

• High School Diploma or GED.
• Proficient in Microsoft products.
• 5 years of relevant experience.
• Previous experience supporting director-level or above is a plus.
• Previous experience with Workforce Management, Kronos, and Workday is a plus.

Benefits

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.