Your Role: In your pivotal role as Lead Administrative Assistant, you will be responsible for coordinating and executing complex administrative and business support activities. Your responsibilities will include coordinating office support activities, providing administrative support to faculty and performing activities to support personnel administration processes, which may include handling confidential employee information. The position is based in the Vanderbilt Institute for Global Health (VIGH). In addition to providing local administrative support in VIGH, this role will engage in administrative and personnel administration support activities across multiple units within the Institute for Medicine and Public Health (IMPH). Successful candidates will be customer service-oriented professionals with previous administrative experience.
Key responsibilities will include but are not limited to the following: â¢Perform a variety of administrative support tasks which may include coordinating office support activities, purchasing office supplies and equipment, managing conference room calendars and coordinating meetings, maintenance of shared office space, coordinating office moves, phone and computer installations, providing coverage for department main phone line, mail distribution, etc. â¢Maintain various department lists (i.e. contacts, space rosters, computer equipment lists, etc.) â¢Assist with completing annual space survey report. â¢Serve as department liaison with property management. Coordinate building access forms and maintainance work orders. â¢Provide support in personnel administration which may include coordinating Kronos and eTimesheets approvals, preparing payroll forms, maintenance of employee files, distribution of paychecks, etc. â¢Provide administrative support to assigned faculty, which may include meeting coordination, travel coordination, and other activities to support faculty in their academic and research roles. â¢Serve as custodian for department P-Card. Make purchases for the department, maintain documentation and perform monthly statement reconciliation. â¢Additional responsibilities as assigned.
Minimum Qualifications: This position requires a high school degree and a minimum of five years of related experience. Candidates with a bachelorâs degree are encouraged to apply.
Preferred experiences and skills: â¢Strong administrative support background â¢Superb communication and problem-solving skills â¢Superb organizational and document maintenance skills â¢Familiarity with a variety of office technology and strong MS Office skills
Additional Information: This is a full-time position; M-F; 40 hours per week.
Salary is dependent upon education and experience.
Background screens will be performed, and education will be verified prior to employment. Please be prepared to provide required information and/or documentation.
The Institute for Medicine and Public Health at Vanderbilt exists to connect research and teaching with policy and practical solutions. We are charged with re-imagining and amplifying collaborations among more than 50 departments, 292 faculty, 208 staff, 110 graduate students, more than 21 centers, and all ten schools. The Institute reaches across the state, nation, and the global community to translate knowledge into better health.
We currently manage a grant and contract portfolio that exceeds $200 million and spans topics from aging to zoonosis and methods from clinical trials and community-engaged research to bioinformatics and personalized medicine to ethics and policy.
As we grow, we are looking for individuals who are as excited as we are about expanding our research portfolio and achieving even higher levels of service to our investigators so that they can compete well for funding, manage projects efficiently, and make discoveries that advance health.
Our administrative positions manage a portfolio of responsibilities that include budgeting, forecasting, financial reporting, developing grant applications, development of sponsored clinical trials, research administration and compliance, marketing and communication, creating visual presentations, creating infographics, data management and analysis. Our service-delivery model utilizes a team-centric and collaborative approach to provide deliverables, create systems, and develop tools. A focus on relationships and community are essential to the teamâs success.
For more information, please visit https://www.vumc.org/medicine-public-health/imph-administrative-careers
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 â of culture, thinking, learning and leading â 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. Vanderbiltâs 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:
Â·US News & World Report: #1 Hospital in Tennessee, #1 Health Care Provider in Nashville, #1 Audiology (Bill Wilkerson Center), 9 adult and 9 pediatric clinical specialties ranked among the nation's best, #15 Education and Training
Â·Truven Health Analytics: among the top 100 hospitals in the US
Â·Becker's Hospital Review: one of the "100 Greatest Hospitals in America"
Â·The Leapfrog Group: grade "A" in Hospital Safety Score
Â·National Institutes of Health: among the top 10 grant awardees for medical research in the US
Â·American Association for the Advancement of Science: 12 faculty members elected fellows in 2014
Â·Magnet Recognition Program: Vanderbilt nurses are the only group honored in Middle Tennessee
Â·Nashville Business Journal: Middle Tennessee's healthiest employer
Â·American Hospital Association: among the 100 "Most Wired" medical systems in the US
Vanderbilt University Medical Center is a comprehensive health care facility dedicated to patient care, research, and biomedical education. Our reputation for excellence in these areas has made us a major center for patient referrals from throughout the Mid-South. Each year, people throughout Tennessee and the Southeast choose Vanderbilt University Medical Center for their health care because of our leadership in medical science and our dedication to treating patients with dignity and compassion.The mission of Vanderbilt University Medical Center is to advance health and wellness through preeminent programs in patient care, education, and research.