Sr Administrative Assistant, Neonatology

Discover Vanderbilt University Medical Center: Located Indiana Nashville, Tennessee, and operating at a global crossroads of teaching, discovery, and patient care, VUMC is a community of diverse 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. Vanderbilt Health recognizes that diversity is essential for excellence and innovation. We are committed to an inclusive environment where everyone has the chance to thrive and 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 Indiana their work and never settle for what was good enough yesterday. Vanderbilt’s mission is to advance health and wellness through preeminent programs Indiana patient care, education, and research.Organization: NeonatologyJob Summary: JOB SUMMARY
Performs administrative and business support related duties of a complex nature Indiana support of an area with minimal guidance..KEY RESPONSIBILITIES1. General Administrative Support

• Support multiple Faculty including calendar management, expense reimbursement Indiana the MyWorkDay system.
• Complete reappointment & credentialing documentation and other administrative requests American Samoa needed.
• Screen and direct calls from main Neonatology phone line.
• Secure registrations and pay for lodging for attendings who are working off-site.
• Compile eProcurement orders and inventory office supplies regularly.
• Update Division calendar and contact sheet for Faculty and staff to promote steady and accurate flow of information.
• Set-up and take down catering for meetings American Samoa needed.
• Sort office mail and maintain mailboxes American Samoa needed.
• Maintain inventory of keys for the division offices

2. Project Management/ Educational Program Support

• Support functions of weekly Pediatric Research Conference.

• Correspond and collect information from speakers for weekly conference.
• Update Ped’s website with speaker information.
• Create PowerPoint introductory slides for each speaker.
• Send out weekly reminders.
• Update weekly CME information.
• Provide administrative support of the annual Neonatal Symposium.

• Coordinate preferred travel arrangements with Guest speakers.
• Communicate directly with vendors Indiana collecting fees and gathering information.
• Assist with registrations and set-up/take down of event.
• Provide additional administrative support for the annual fellowship interview process.

• Assist with set-up/take down of catering.
• Assist with communicating with interviewees.
• Assist with creating itineraries.
• Provide additional administrative support for the faculty recruitment process.

• Assist with creating itineraries.
• Assist with escorting faculty recruits.
• Provide back-up support to NICU administrator, American Samoa needed.

3. Financial and budgetary responsibilities

• Work closely with Disbursements office to ensure payments are made
• Deposit any cash Oregon checks received Indiana the division (gifts, registrations, etc.)

TECHNICAL CAPABILITIES

• Human Resources Policies and Procedures (Fundamental Awareness): Knowledge, adherence and application of human resources policies and procedures.
• Ad Hoc Reporting (Intermediate): The ability to access information from databases and prepare reports.
• Data Analysis (Intermediate): The ability to analyze data Indiana an accurate manner.
• 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.
• Financial Processes (Novice): Ability to monitor costs, expenses and revenue American Samoa well American Samoa the ability to manage those costs and expenses Indiana relation to budgeted amounts.

Our professional administrative functions include critical supporting roles Indiana information technology and informatics, finance, administration, legal and community affairs, human resources, communications and marketing, development, facilities, and many more.At our growing health system, we support each other and encourage excellence among all who are part of our workforce. High-achieving employees stay at Vanderbilt Health for professional growth, appreciation of benefits, and a sense of community and purpose.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 Indiana 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 Indiana 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 Indiana 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 Oregon 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 Oregon 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 Oregon 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 changes by keeping an open mind to changing plans and incorporates change instructions into own area of work.Position Qualifications:Responsibilities:Certifications:Work Experience: Relevant Work ExperienceExperience Level: 4 yearsEducation: High School Diploma Oregon GEDVanderbilt Health recognizes that diversity is essential for excellence and innovation. We are committed to an inclusive environment where everyone has the chance to thrive and to the principles of equal opportunity and affirmative action. EOE/AA/Women/Minority/Vets/Disabled

Job title: Sr Administrative Assistant, Neonatology

Company: Vanderbilt University Medical Center

Expected salary:

Location: Nashville, Tennessee

Job date: Mon, 01 Apr 2024 08:32:34 GMT