Sr. Administrative Assistant

About the Organization

Vanderbilt Health is the region’s largest comprehensive academic health system, comprising eight hospitals and over 180 clinics. We move medicine forward through preeminent programs in patient care, education, and research. Our collaborative and supportive community values expertise, expands knowledge, and celebrates individuality.

About the Role

Performs complex administrative and business support duties with minimal guidance, ensuring smooth operations for the Patient Safety Team.

Responsibilities

• Performs a variety of administrative support tasks, including scheduling, travel booking, and budget reconciliation.
• Ensures data and records are created and maintained to document financial, planning, correspondence, procedures, and processes.
• Compiles data, analyzes information, and summarizes findings to support decision-making.
• Prepares reports and other documentation as requested.
• Provides informal guidance and support to less experienced team members.
• Manages multiple priorities and deadlines with strong organizational skills.
• Supports special projects and process improvement initiatives.

Preferred Qualifications

• Proven experience providing high-level administrative support in a fast-paced environment.
• Strong calendar management and meeting coordination skills, including scheduling for multiple stakeholders.
• Demonstrated ability to perform budget reconciliation, expense tracking, and basic financial administration.
• Proficiency in creating, maintaining, and organizing records, reports, and documentation with a high degree of accuracy.
• Strong analytical skills with the ability to compile data, identify trends, and summarize findings into actionable insights.
• Experience generating ad hoc reports and extracting information from databases and reporting systems.
• Advanced proficiency in Microsoft Office applications, particularly Excel, Word, Outlook, and PowerPoint.
• Excellent written and verbal communication skills with the ability to interact professionally across all levels of the organization.
• Demonstrated problem-solving skills and ability to work independently with minimal supervision.
• Strong customer service mindset with a proactive, flexible, and team-oriented approach.
• Working knowledge of HR policies, procedures, and employee records management.

Technical Capabilities

• Human Resources Policies and Procedures (Fundamental Awareness): Knowledge, adherence, and application of human resources policies and procedures.
• Ad Hoc Reporting (Intermediate): Ability to access information from databases and prepare reports.
• Data Analysis (Intermediate): Ability to analyze data accurately.
• Clerical/Administrative (Intermediate): Includes duties such as ad hoc reporting, calendar maintenance, data entry, document preparation, employee record maintenance, meeting coordination, travel arrangements, and word processing.
• Financial Processes (Novice): Ability to monitor costs, expenses, and revenue, and manage them in relation to budgeted amounts.

Core Accountabilities

• Organizational Impact: Performs non-routine tasks that significantly impact team performance with minimal guidance.
• Problem Solving/Complexity of Work: Conducts research and analysis to solve non-routine problems.
• Breadth of Knowledge: Applies broad job knowledge and has basic 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 and working styles, and develops relationships across areas.
• Communicates Effectively: Openly shares information and communicates in a clear and courteous manner.

Delivering Excellent Services

• Serves Others with Compassion: Invests time to understand the problems and needs of others to provide excellent service.
• Solves Complex Problems: Seeks to understand issues, solves routine problems, and raises proper concerns in a timely manner.
• Offers Meaningful Advice and Support: Listens carefully to understand 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.

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 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 or accepts ideas that will impact day-to-day operations by offering suggestions to enhance them.
• Applies Technology: Absorbs new technology quickly and understands when to utilize appropriate tools and procedures.
• Adapts to Change: Embraces changes by keeping an open mind and incorporates change instructions into own area of work.

Requirements

• 4 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 wellness offerings to enhance your well-being and professional growth.