Description
JOB SUMMARY:
This Administrative Assistant provides administrative support of an area's activities with occasional guidance. The Administrative Assistant responds to customer needs by consulting with others as appropriate or by following established guidelines. Organizes flow of daily operations to ensures service priorities are met.
KEY RESPONSIBILITIES:
- Maintain CATS Database: Collect resumes from staff, verify information is correct and perform data entry into CATS system. Run ad hoc reports from CATS for the business manager and executive director.
- Coordinate, VUMC IT New Employee Orientation, VUMC IT New Employee Lunch and Learn, VUMC IT New Employee Breakfast. Schedule events, create invitation flyers, confirm and invite guests, order food, create agendas, schedule conference rooms, assist presenters with set-up, send out presenter's presentation to guest.
- Maintain HR Duties: Create salary increase letters for managers. Maintain HR weekly lists for dashboard. Update monthly organizational chart. Request VUMC ID's for NTT contractors, and maintain NTT contractor personnel list.
TECHNICAL CAPABILITIES:
CLERICAL/ADMINISTRATIVE (NOVICE): 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.
CALENDAR MAINTENANCE (NOVICE): The ability to prioritize and maintain a calendar or calendars of scheduled meetings or events. Able to accurately change or update a calendar with no scheduling conflicts.
DOCUMENT MANAGEMENT (NOVICE): The use of a computer system and software to store, manage and track electronic documents and electronic images of paper based information captured through the use of a document scanner.
DATA VERIFICATION (NOVICE): The ability to verify data in an accurate manner.
FINANCIAL PROCESSES (FUNDAMENTAL AWARENESS): Ability to monitor costs, expenses and revenue as well as the ability to manage those costs and expenses in relation to budgeted amounts.
HUMAN RESOURCES POLICIES AND PROCEDURES (FUNDAMENTAL AWARENESS): Knowledge, adherence and application of human resources policies and procedures.
CORE ACCOUNTABILITIES:
- Organizational Impact: Performs tasks that are typically routine that may impact team's performance with occasional guidance.
- Problem Solving/ Complexity of work: Utilizes some discretion and research to solve routine problems.
- Breadth of Knowledge: Applies knowledge of standards, established processes and procedure that apply to your own job.
- Team Interaction: Provides guidance to entry level co-workers.
About the Department:
VUMC IT
VUMC IT provides hardware, software and service solutions for the entire Medical Center. With over 40,000 workstations in the Medical Center, our teams can assist not only with hardware support, but also software and application support and services to enhance security and protection of your information.
Position Shift : Days
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 -- of culture, thinking, learning and leading -- 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.
VUMC Recent Accomplishments
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 Adult Hospital in Tennessee and metropolitan Nashville, named to the Best Hospitals Honor Roll of the top 20 adult hospitals, 10 nationally ranked adult specialty programs, with 3 specialties rated in the top 10 nationally, Monroe Carell Jr. Children's Hospital at Vanderbilt named as one of the Best Children's Hospital in the nation, with 10 out of 10 pediatric specialties nationally ranked.
- Healthcare's Most Wired: Among the nation's 100 "most-wired" hospitals and health systems for its efforts in innovative medical technology.
- Becker's Hospital Review: named as one of the "100 Great Hospitals in America", in the roster of 100 Hospitals and Health Systems with Great Oncology Programs and to its list of the 100 Hospitals with Great Heart Programs.
- The Leapfrog Group: One of only 10 children's hospitals in the to be named at Leapfrog Top Hospital.
- American Association for the Advancement of Science: The School of Medicine has 112 elected fellows
- Magnet Recognition Program: Received our third consecutive Magnet designations.
- National Academy of Medicine: 22 members, elected by their peers in recognition of outstanding achievement
- Human Rights Campaign Healthcare Equality Index: 6 th year in a row that Vanderbilt University Medical Center was a Leader in LGBTQ Healthcare Equality.
