Lead Administrative Assistant - ON SITE

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.

Organization:

Pediatric Genetics

Job Summary:

In your pivotal role as Lead Administrative Assistant, you will serve as the central administrative contact for the division, supporting faculty, staff, learners, students, and visitors. Your day-to-day responsibilities will include managing calendars and meetings, coordinating events and educational activities, organizing interviews and guest visits, supporting onboarding, handling administrative and financial processes, managing supplies, and serving as a trusted resource for operational and administrative support.

Your role is highly collaborative and helps ensure the division functions efficiently and provides an excellent experience for all members of the division and visitors.

REQUIRED:

High School Diploma or GED5 years of relevant experience

You will work on site at Vanderbilt Medical Center North located at 1211 21st Ave. S. in Nashville, TN and will work Monday-Friday, standard daytime business hours..DEPARTMENT SUMMARY :

Monroe Carell is one of the nation’s leading children’s hospitals and the largest in the Southeast. From providing the highest-level neonatal intensive care and organ transplants to fixing broken arms, solving the most complex problems prepares us to solve any problem. Nationally ranked by U.S. News & World Report in nine specialties, we partner with experts across Vanderbilt Health to bring the most innovative care to children and families throughout our region.

For more information, please visit https://www.childrenshospitalvanderbilt.org/.

KEY RESPONSIBILITIES Manage calendars, scheduling, and administrative support for department leadership.

Coordinate meetings, educational activities, and departmental events.

Organize interviews, visitor itineraries, onboarding activities, and learner schedules.

Maintain schedules, calendars, and coverage tracking systems.

Prepare and process administrative and financial documents, including travel, reimbursements, and personnel requests.

Coordinate departmental communications and distribute routine updates.

Order and maintain office and departmental supplies.

Support operational needs by submitting service requests and resolving administrative issues.

Serve as a primary resource for administrative processes and provide guidance to staff as needed.

Assist with special projects and initiatives to support departmental goals.

Qualifications Strong organizational, communication, and customer service skills.

Ability to manage multiple priorities and deadlines.

Proficiency with scheduling, office, financial, and administrative systems.

Attention to detail and ability to handle sensitive information with discretion.

TECHNICAL CAPABILITIES
• 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.…