Lead Administrative Assistant, Department of Pediatrics - 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:

Pediatrics Chair

Job Summary:

In your pivotal role as Lead Administrative Assistant, you’ll support the Department of Pediatrics Office of Faculty Development (OFD) and provide key administrative support to the Office of the Chair. You’ll help ensure tasks and projects requested by administrative staff and department leaders are completed efficiently, accurately, and on time—including requests from the Department Chair and the Vice Chairs for Faculty Advancement and Faculty Development.

To be successful, you’ll bring a solid working knowledge of administrative and financial systems and processes within Monroe Carell Jr. Children’s Hospital at Vanderbilt, Vanderbilt University Medical Center, and the Vanderbilt University School of Medicine. You’ll routinely handle personnel-related and other confidential information, so a consistent commitment to the highest standards of discretion and confidentiality is essential.

Because this is a high-visibility, patient-facing role with frequent interaction with senior executives, you’ll bring a polished, poised, and welcoming presence that reflects Pediatrics and Vanderbilt at their best.

As a Vanderbilt employee, you’ll be expected to demonstrate the Credo attributes every day by taking a service-minded, collaborative approach with staff colleagues, department faculty, and Pediatrics and institutional leaders.

This is a fully on-site position at Monroe Carell Jr. Children’s Hospital located at 2200 Children's Way in Nashville, TN. You will work Monday-Friday, standard daytime business hours.

BASIC QUALIFICATIONS:
• Education: High School Diploma or GED, though Associate’s degree or higher strongly preferred
• Experience: 5 years
• Critical thinking, communication, and organizational skills (meeting scheduling, tracking processes)
• Ability to multitask and prioritize tasks and timelines
• Professional and collegial – customer service mindset toward internal customers
• Strong computer skills and ability to learn new systems and requirements (Microsoft Office 365, Workday, specific departmental and institutional systems)
• Vanderbilt experience strongly preferred

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DEPARTMENT SUMMARY:

The Department of Pediatrics at Vanderbilt University Medical Center is one of the medical center’s largest departments. We are proud to include approximately 460 primary faculty, 270 community-based volunteer faculty, 82 clinical fellows, 127 residents, and more than 300 administrative and research staff. Rooted in a rich history of excellence in research, education, and patient care, our faculty, clinicians, fellows, and trainees represent the best of academic medicine—advancing care for children in Middle Tennessee, across the nation, and throughout the world. Our work extends far beyond the hospital walls to deliver high-quality care, train the next generation of pediatric leaders, and advance knowledge about conditions affecting vulnerable infants and children through world-class research. For more information, please visit  https://pediatrics.vumc.org/message-chair.

Job responsibilities for the Office of Faculty Development include but are not limited to:

• Administrative support for year-round faculty development programs (scheduling, budgets, communication, etc.)
• Scheduling for the Vice Chairs of Faculty Advancement and Faculty Development
• Assistance with faculty-related processes such as reappointments, annual reviews, appointments/promotions, and other faculty actions
• Updating and maintaining faculty and provider data in the OFD database, personnel files, and other departmental/institutional systems
• Supporting the processes managed by the Lead Program Manager for the Office of Faculty Development and the Sr. Program Manager for Credentialing
• Event planning

 

Job responsibilities for the Office of the Chair include but are not limited to:

• Providing administrative backup support on site in the Office of the
• Chair as needed
• Assistance with faculty recruitment processes
• Supporting document tracking and processing

 

Our professional administrative functions include critical supporting roles in information technology and informatics, finance, administration, legal and community affairs, human resources, communications and marketing, development, facilities, and many more.

At our growing health system, we support each other and encourage excellence among all who are part of our workforce. High-achieving employees stay at Vanderbilt Health for professional growth, appreciation of benefits, and a sense of community and purpose.

Core Accountabilities:

* 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.

Core Capabilities :

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 current and future needs of relevant stakeholders and customizes services to better address them. - Solves Complex Problems: Approaches problems from different angles; Identifies new possibilities to interpret opportunities and develop concrete solutions. - Offers Meaningful Advice and Support: Provides ongoing support and coaching in a constructive manner to increase employees' effectiveness. Ensuring High Quality : - Performs Excellent Work: Engages regularly in formal and informal dialogue about quality; directly addresses quality issues promptly. - Ensures Continuous Improvement: Applies various learning experiences by looking beyond symptoms to uncover underlying causes of problems and identifies ways to resolve them. - Fulfills Safety and Regulatory Requirements: Understands all aspects of providing a safe environment and performs routine safety checks to prevent safety hazards from occurring. Managing Resources Effectively : - Demonstrates Accountability: Demonstrates a sense of ownership, focusing on and driving critical issues to closure. - Stewards Organizational Resources: Applies understanding of the departmental work to effectively manage resources for a department/area. - Makes Data Driven Decisions: Demonstrates strong understanding of the information or data to identify and elevate opportunities. Fostering Innovation: - Generates New Ideas: Proactively identifies new ideas/opportunities from multiple sources or methods to improve processes beyond conventional approaches. - Applies Technology: Demonstrates an enthusiasm for learning new technologies, tools, and procedures to address short-term challenges. - Adapts to Change: Views difficult situations and/or problems as opportunities for improvement; actively embraces change instead of emphasizing negative elements.

Position Qualifications:

Responsibilities:

Certifications:

Work Experience:

Relevant Work Experience

Experience Level:

5 years

Education:

High School Diploma or GED

This role offers the opportunity to make a meaningful impact within Vanderbilt Health, supported by a comprehensive benefits package which may include health, disability, retirement and/or wellness offerings to enhance your well-being and professional growth.

Vanderbilt Health is committed to fostering an environment where everyone has the chance to thrive and is committed to the principles of equal opportunity.  EOE/Vets/Disabled.