Lead Administrative Assistant - Part-Time - HYBRID

Discover Vanderbilt Health
:
With eight hospitals and over 180 clinics, we are the region's largest comprehensive academic health system. Vanderbilt Health has a long tradition of providing world-class care to the people of the Mid-South, living out our mission of moving medicine forward through preeminent programs in patient care, education and research. Here you'll find a spirit of collaboration and a supportive community where your expertise is valued, your knowledge expanded and your uniqueness celebrated.

We are committed to fostering an environment where talented, compassionate people are united in bringing the most advanced care to our neighbors throughout the region.

Pediatric Emergency Dept

In your pivotal role as Lead Administrative Assistant, you will provide administrative and clinical support for the Generalist Division. Key responsibilities include maintaining provider CVs and confidential files; preparing correspondence; coordinating providers' Outlook calendars; updating Synergy and the PTA tool; scheduling and coordinating candidate interviews; and processing travel reimbursements in Workday. The position follows a hybrid schedule with on-site work Monday and Wednesday, alternating Fridays (in office the 2nd and 4th Fridays;

remote the 1st and 3rd Fridays). This is a part-time job where you will work 20 hours weekly. You typically will work 4 hours daily, though there is flexibility with start/end time.

• High School Diploma or GED
• Minimum of 5 years of relevant experience
• Flexibility is key to being successful in this role

When it comes to our children, there are no simple emergencies. The Pediatric Emergency Department can be stressful, intimidating, and anxiety-inducing for our patients and families. Our mission within the Division of Pediatric Emergency Medicine is to provide 24/7 compassionate, courteous, family-centered pediatric emergency care while engaging in academic activities, medical education, and nationally-renowned quality improvement and clinical research. For more information, please visit (Use the "Apply for this Job" box below)..

• Performs key administrative functions which may include serving as representative of the organizational area.
• Proactively facilitates and manages administrative functions.
• Supports and coordinates area initiatives.
• Compiles data, analyzes information and summarizes findings in support of an area.
• Analyzes and prepares budgetary data.
• The responsibilities listed are a general overview of the position and additional duties may be assigned.

• Financial Processes (Intermediate):
  Ability to monitor costs, expenses and revenue as well as the ability to manage those costs and expenses in relation to budgeted amounts.
• Clerical/Administrative (Advanced):
  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.
• Ad Hoc Reporting (Intermediate):
  The ability to access information from databases and prepare reports.
• Analytical Skills (Novice):
  The process of identifying, evaluating, interpreting and organizing data. It includes sorting through data to identify patterns and establish relationships for decision making.
• Human Resources Policies and Procedures (Novice):
  Knowledge, adherence and application of human resources policies and procedures.

• * Organizational Impact:
  Independently performs non-routine tasks that significantly impact team and other related teams.
  * Problem Solving/ Complexity of work:
  Gathers and analyzes data to solve problems that arise with little or no precendent.
  * Breadth of Knowledge:
  Applies advanced job knowledge and has developed a breadth of skills in other areas.
  * Team Interaction:
  Serves as a lead for the team by providing expertise and guidance to team members.

• Supporting Colleagues:
  
  - Develops Self and Others:
  Invests time, energy, and enthusiasm in developing self/others to help improve performance e and gain knowledge in new areas.
  
  - Builds and Maintains Relationships:
  Maintains regular contact with key colleagues and stakeholders using formal and informal opportunities to expand and strengthen relationships.
  
  - Communicates Effectively:
  Recognizes group interactions and modifies one's own communication style to suit different situations and audiences. Delivering Excellent Services :
  
  - Serves Others with Compassion:
  Seeks to understand…