Lead Administrative Assistant (Pediatric Pulmonary)
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 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.
Monroe Carell Jr. Children's Hospital at Vanderbilt is one of the nation's leading children's hospitals. We treat and help prevent all health issues ranging from colds and broken bones to heart disease and cancer.
The world-class facilities at Children's Hospital are a testament to our community's dedication to the health of children. Constructed in 2004 and expanded in 2012, our 271-bed hospital is a child-friendly place built on the science of healing.
A building alone does not make a great hospital. Our exceptional medical teams and the generous support of people like you enable us to provide every child who comes to us with the hope of improved health. Children's Hospital is a nonprofit facility. No child who needs our services is denied care on the basis of limited ability to pay.
Many of our doctors and surgeons are nationally recognized researchers who are finding new ways to cure and prevent childhood diseases. Their work preventing and treating premature birth, cancer, heart disease, spina bifida, and many other conditions is an investment in the future. We are at an important crossroads in child health. Our commitment to research and advocacy positions us to bring the promise of good health to children and families in our community and to share that hope with the world.
Manage independently the budgetary, personnel, and physical facilities of a department, division, or other organizational unit. Develop administrative goals and priorities for long-range planning with an emphasis in strategic budgetary management.
Supervisor: Director of Pulmonary/Allergy/Immunology
Job responsibilities include but are not limited to:
1. Oversee Provider schedules
Process and track Time Away Requests
Maintain Division Outlook Calendar
Maintain Synergy Call Schedule
Quarterly Physician Time Reports
2. Administrative Support to Physician who is Director of Pediatric Pulmonary/Allergy/Immunology and other Faculty Members
Make Travel Arrangements
Field phone calls and route appropriately
Maintain Faculty CME Allowances
3. Ledger Review and Reconciliation
Monitor department centers
Obtain and match all documentation for each non-labor transaction
Review transactions with Clinical and Research Administrative Officer
4. Research Support
Clinical Trial Invoice tracking
Assist Research AO with compiling documents needed to meet grant requirements.
5. Project management
Implement plans to achieve defined departmental goals and objectives
Compile data, conduct research assignments and summarize findings according to general instructions
Analyze and report findings relating to daily operations
Coordinate space and facilities planning
Organize and Conduct Division Conferences
Maintain Division Website
Cystic Fibrosis Quarterly Reports
6. Supervise staff
Assign and review work of varying degrees of complexity, exercising independent judgment
Supervise Senior Administrative Assistant to provide needed support to division Faculty and Staff and Fellows
Provide and document performance feedback in collaboration with the administrative officer and division director
Kronos Review and Approval
Understand FLSA, FMLA, etc. and communicate same to staff
7. Process Incoming and Outgoing Mail
Sort and route incoming mail to the appropriate location as defined by department
Identify items requiring immediate or personal attention
Handle and distribute mail in an efficient and timely manner
8. Process Purchase Requisitions/Reconciliation
Become familiar with eProcurement to order office and testing supplies
Maintain documentation to match with orders
Reconcile documentation to general ledger expense
High School Diploma or GED (or equivalent experience) and 5 years relevant experience
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 Hospital in Tennessee, #1 Health Care Provider in Nashville, #1 Audiology (Bill Wilkerson Center), 12 adult and 10 pediatric clinical specialties ranked among the nation's best, #15 Education and Training
Truven Health Analytics: among the top 50 cardiovascular hospitals in the U.S.
Becker's Hospital Review: one of the "100 Greatest Hospitals in America"
The Leapfrog Group: grade "A" in Hospital Safety Score
National Institutes of Health: among the top 10 grant awardees for medical research in the US
Magnet Recognition Program: Vanderbilt nurses are the only group honored in Tennessee
Nashville Business Journal: Middle Tennessee's healthiest employer
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.