Assistant to Chair

Job Summary

Ophthalmology Department Administrative Assistant – Provides administrative and business support to the Chairperson of the Ophthalmology Department.

• Performs key administrative functions that support the Chair's leadership in the department's patient care, research, and educational activities.
• Manages multifaceted department logistics and Chair's calendar for meetings and conferences, including travel and catering.
• Works closely with other team members to ensure the Chairperson's preparation for meetings, presentations, or other engagements.
• Compiles and prepares correspondence and other materials for the Chairperson.
• Provides administrative support for internal and external committees.
• Serves as an ambassador to internal and external constituents.

Clerical/Administrative (Advanced):

• 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
• Word Processing and Typing

Networking (Intermediate): Build relationships through industry contacts, professional organizations, and individuals.

Ad Hoc Reporting (Intermediate): Ability to access information from databases and prepare reports.

Human Resources Policies and Procedures (Novice): Knowledge and adherence to HR policies.

Customer Service (Advanced): Anticipates customer needs and provides responsive service.

Purchasing (Intermediate): Authorize and administer procurement contracts within commitment authority, manage supplier activities, and develop procurement plans.

• Supporting Colleagues:
  • Develops Self and Others
  • Builds and Maintains Relationships
  • Communicates Effectively
• Delivering Excellent Services:
  • Serves Others with Compassion
  • Solves Complex Problems
  • Offers Meaningful Advice and Support
• Ensuring High Quality:
  • Performs Excellent Work
  • Ensures Continuous Improvement
  • Fulfills Safety and Regulatory Requirements
• Managing Resources Effectively:
  • Demonstrates Accountability
  • Stewards Organizational Resources
  • Makes Data Driven Decisions
• Fostering Innovation:
  • Generates New Ideas
  • Applies Technology
  • Adapts to Change

• Education:
  
  Bachelor's degree
• Experience:
  
  Minimum 3 years of relevant administrative experience
• Certifications:
  
  None specified

This role offers a competitive salary and comprehensive benefits package, including health, disability, retirement, and wellness offerings.

Vanderbilt Health is an Equal Opportunity Employer. EOE/Vets/Disabled.