This position will be to serve as the Lead Administrative Assistant for Pediatric Genetics and Genomic Medicine. Strong written and oral communication skills are required. The individual will report directly to the Division Director and Administrators. This individual will provide key stakeholders with a wide range of support, including assistance and management in administration, HR, faculty recruiting, financial reporting, website maintenance, special events, and any ad hoc project.
Key Functions and Expected Performances (subject to change based on the needs of the Division):
Financial/Budget/ Responsibilities (25%)
Work with Administrators to manage operations for centers.
Create reimbursement requests for Faculty and Faculty Candidates. Submit to appropriate signature authority for processing (i.e. purchase requisitions, check requests, travel reimbursements).
Track Faculty Continuing Medical Education funds to ensure adherence to allotted budgets.
Recruitment/Human Resources (25%)
Track Faculty certifications to ensure all stay up-to-date. Provide Faculty with notifications when licensures are close to expiring.
Assist with the completion of reappointment documents for Faculty. Liaison to credentialing department to ensure continuation of privileges.
Coordinate faculty/staff candidate visits, which include scheduling flights and lodging, creating interview itinerary using internal faculty members' calendars, and reimbursement requests.
Onboard new Faculty based on Department/Division guidelines and requirements.
Coordinate Ground Rounds visits sponsored by the Division (travel, lodging and schedule).
Daily Operations (50%)
Manage Faculty calendars through Outlook.
Coordinate Division meetings.
Coordinate schedules for meetings requested by Faculty or other departments. Liaison with multiple. departments to complete the scheduling process and effectively communicate dates/times/locations to all attendees and administrative staff involved.
Maintain Faculty personnel files.
Manage office supplies.
Liaison with IT, Procurement, Office of Faculty Affairs and other departments to ensure requests/needs are met.
On an as-needed basis, interpret policies and procedures in daily operations.
Maintain the physician schedule and Provider Time Away System.
Complete ad hoc projects as requested by faculty and administrators.
The successful candidate must have high proficiency in Excel and Word.
Basic Requirements: This position requires an Associates degree and a minimum of 48 months related experience.
This is a full-time position.
Salary is dependent upon education and experience.
Experience may be substituted for education: basic qualification requirement on a 2:1 basis (2 years of experience for each year of education required, but not attained).
Background screens will be performed and education will be verified prior to employment. Please be prepared to provide required information and/or documentation.
Vanderbilt is a smoke-free workplace in compliance with the Non-Smoker Protection Act, Tennessee Code Annotated 39-17-1801-1810. In accordance with that law and Vanderbilt policy, smoking is prohibited in all buildings on Vanderbilt property and on the grounds of the campus with the exception of designated outdoor smoking areas.
Vanderbilt is an equal opportunity, affirmative action employer
Mobility: (Ability to assist in the movement of objects) * Sitting * Lifting * Walking * Standing Dexterity: (Ability to manipulate objects) * Reaching * Grasping * Handling Visual: (Ability to recognize, register, and respond) * Color recognition * Depth perception * Reading / Close-up work * Graphing * Calibration Communication: (Ability to understand, respond and translate into action) (None) Noise: * Intermittent noise Vibration: (None) Atmospheric Conditions: (None) Hazards: * Proximity to moving mechanical parts * Electrical current * Toxic or caustic chemicals *Fumes * Biohazards (airborne or contact exposure to bacterial or viral) * Explosive chemicals * Flammable, explosive gases
Position Shift: Days
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: 6th year in a row that Vanderbilt University Medical Center was a Leader in LGBTQ Healthcare Equality.
Vanderbilt University Medical Center is home to Vanderbilt University Hospital, The Monroe Carell Jr. Children’s Hospital at Vanderbilt, the Vanderbilt Psychiatric Hospital and the Vanderbilt Stallworth Rehabilitation Hospital. These hospitals experienced more than 61,000 inpatient admissions during fiscal year 2015. Vanderbilt’s adult and pediatric clinics treated nearly 2 million patients during this same period. Vanderbilt University Hospital and the Monroe Carell Jr. Children’s Hospital at Vanderbilt are recognized again this year by U.S. News & World Report’s Best Hospitals as among the nation’s best with 18 nationally ranked specialties. Vanderbilt University Medical Center is world renowned because of the innovation, work ethic and collegiality of its employees. From our health care advances to our compassionate care, Vanderbilt owes its accomplishments and reputation to staff and faculty who bring skill and drive and innovation to the medical center day after day. World-leading academic departments and comprehensive centers of excellence pursue scientific discoveries and transformational educational and clinical advances across the entire spectrum of health and disease.As t...he largest employer in middle Tennessee, we welcome those who are interested in ongoing development in a caring, culturally sensitive and professional atmosphere. Most of us spend so much of our lives at work, we want to be part of maintaining a workplace in which people support one another and encourage reaching for excellence. Many high-achieving employees stay at Vanderbilt because of the professional growth they experience and because of their appreciation of Vanderbilt’s benefits, public events and discussions, athletic opportunities, beautiful setting and, above all, sense of community and purpose.Vanderbilt and its employees share a set of mutual expectations that have been created with productivity, legality, fairness and safety always in mind. We believe that our investment in training and compensating employees multiplies in value when we enable individuals to deliver their best performance for the benefit of us all.