Lead Administrative Assistant

## Lead Administrative Assistant Apply locations:
Nashville, TNtime type:
Full time posted on:
Posted Todayjob requisition :
R-63126
** 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. Vanderbilt Health is committed to an environment where everyone has the chance to thrive and where your uniqueness 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.
** Organization:
** Section Surgical Research
*
* Job Summary:

** JOB SUMMARY  This is a request to backfill this position. This position provides comprehensive administrative support to the Vice-Chair for Surgical Research and associated faculty. Responsibilities include handling highly confidential information, managing faculty appointments and promotions, coordinating complex calendars and travel, processing expenses and credentialing, and serving as a liaison between faculty and staff. The role involves organizing meetings and events, supporting research and lab operations, maintaining office records, assisting with administrative tasks like correspondence and data organization, and managing multiple projects with shifting priorities.

It also supports lab members with logistics such as shipping research materials and coordinating meetings and travel..

KEY RESPONSIBILITIES The position provides administrative assistant duties for the Section's Vice-Chair for Surgical Research and other faculty members within Surgical Research. Some of the duties include but are not limited to:
• Process a high level of extremely confidential and sensitive information relating to faculty affairs, research & grant activities, and personnel issues;
Screen and handle complex incoming phone calls;
Process incoming and outgoing mail
• Monitor and help process faculty appointments, reappointments, and promotions
• Process VA credentialing for Vice Chair
• Liaison between faculty and staff for Vice Chair, resolving issues or escalating to appropriate person
• Arrange and coordinate complicated calendars, including extensive travel, difficult meeting schedules, appointments, expertly anticipating needs and changes, constantly rearranging priorities as appropriate
• Make travel arrangements for Vice Chair, other Surgical Research faculty, and visiting speakers
• Submit expenses for reimbursement or payment via Workday (i.e. travel, check request), reviewing expenses for compliance with departmental and Vanderbilt policies
• Plan meetings for various committees with members from many different departments and coordinate special events and other activities
• Manage multiple projects concurrently, meeting deadlines, adapting to shifting priorities
• Providing support for activities on national committees or other professional affiliations.
• Prepare agendas, memos, and correspondence on behalf of Vice Chair
• Assist other faculty with various administrative details....scanning, saving files electronically, creating spreadsheets, etc.
• Develop and maintain all appropriate office files relating to personnel, budget & grant activities, and all affiliated matters within the office of the Vice Chair
• Support Vice Chair with lab activities including scheduling weekly or bi-weekly personnel meetings, scheduling interviews for potential research faculty. This position also supports lab members, such as prepare Fed Ex labels for national and international research samples; occasionally schedule their “defense committee” meetings; travel arrangements for lab faculty/staff.

Our professional administrative functions include critical supporting roles in information technology and informatics, finance,…