Sr Administrative Assistant, Pediatric Critical Care
Location: Nashville, Tennessee
Admin / Clerical
Internal Number: 2111888
Department of Pediatrics Division of Critical Care Medicine
Job Summary: This position's primary responsibilities are to insure the efficient, accurate and timely completion of tasks and projects requested by the division faculty and administrative staff, especially in the areas of the division's daily operations and pre-award research. The position requires a solid working knowledge of administrative and financial systems within the Department of Pediatrics, Monroe Carell Jr. Children's Hospital at Vanderbilt, the Vanderbilt University Medical Center and Vanderbilt University School of Medicine. This position is responsible for handling personnel and confidential information where the highest standard of confidentiality is expected at all times. As an employee at VUMC, this position is required to exemplify the Credo attributes daily
Our division cares for critically ill infants and children from birth through adolescence in two locations. The Pediatric Intensive Care Unit (PICU) serves children with primary medical conditions or following surgical procedures performed by a variety of groups including: Pediatric Surgery (including trauma), Neurosurgery, Otolaryngology and others. The Pediatric Cardiac Intensive Care unit (PCICU) cares for children with primary heart disease, both congenital and acquired. We are committed to excellence in patient care, research, and in the training of the next generation of intensive care physicians. Our faculty members work collaboratively with pediatric specialists throughout Monroe Carell Children's Hospital at Vanderbilt (MCJCHV) to provide a highly coordinated approach to caring for critically ill children.
Full Time/Non-Exempt Position
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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.
Job responsibilities for the division as a whole include but are not limited to:
Provide administrative support for assigned faculty including, but not limited to: managing calendars, booking travel, responding to emails, and communicating with other staff and providers on behalf of the faculty. Build and maintain relationships with faculty and communicate effectively and openly. Solve complex problems. Serve others with compassion and offer meaningful advice and support. Employee record maintenance, faxing, mail sorting and distribution, meeting coordination and scheduling, spreadsheet preparation.
Serve as backup support to divisional Lead Administrative Assistant as needed including but not limited to: ensuring data records are created and maintained to document financial, planning, correspondence, procedures, processes, inventory management. Compile data, analyze information and summarize findings in support of division. Prepares reports and other documentation as requested. Monitor costs, expenses, and revenue as well as the ability to manage those costs and expenses in relation to budgeted amounts.
Provide support for shared administrative assignments and special projects
Provide backup to the Fellowship Program including but not limited assisting with fellowship interview season including room reservations, ordering lunches, ensuring supplies have been ordered, and providing coverage during the interview day as needed.
Provide back up as needed for fellow's educational series including sending out weekly lecture schedule, printing CME Flyers, and arranging the weekly resident lectures.
Update information in New Innovations such as fellow evaluations and lectures as needed.
Provide back up to fellows as needed including but not limited to: travel, booking conference rooms, vacation requests, and scheduling meetings.
Job Responsibilities for Division Research include but are not limited to:
Assisting faculty with administrative tasks on research projects including but not limited to: scheduling meetings, attend conference calls, and calendar maintenance. Collect, maintain, and update information, spreadsheets, and files, use of 1180 form to order supplies.
Lead the division's pre-award submission process under the guidance of the Research AO
Assist the division's lab managers in the reconciliation of packing slips and lab orders in eProcurment as needed.
Reconciliation of iLab expenses Assist in the reconciliation of iLab expenses.
High School Diploma or GED (or equivalent experience) and 4 years relevant experience. (**strong work-ethic, with a proactive, positive disposition, excellent communication skills (both oral and written) and commitment to high quality results strongly preferred**)
After necessary training this job requires proficiency in the following programs/ websites:
Vanderbilt GME Website
Additional training for this position may include but is not limited to:
Vanderbilt University Medical Center is home to Vanderbilt University Hospital, The Monroe Carell Jr. Children’s Hospital at Vanderbilt, the Vanderbilt Psychiatric Hospital and the Vanderbilt Stallworth Rehabilitation Hospital. These hospitals experienced more than 61,000 inpatient admissions during fiscal year 2015. Vanderbilt’s adult and pediatric clinics treated nearly 2 million patients during this same period. Vanderbilt University Hospital and the Monroe Carell Jr. Children’s Hospital at Vanderbilt are recognized again this year by U.S. News & World Report’s Best Hospitals as among the nation’s best with 18 nationally ranked specialties. Vanderbilt University Medical Center is world renowned because of the innovation, work ethic and collegiality of its employees. From our health care advances to our compassionate care, Vanderbilt owes its accomplishments and reputation to staff and faculty who bring skill and drive and innovation to the medical center day after day. World-leading academic departments and comprehensive centers of excellence pursue scientific discoveries and transformational educational and clinical advances across the entire spectrum of health and disease.As t...he largest employer in middle Tennessee, we welcome those who are interested in ongoing development in a caring, culturally sensitive and professional atmosphere. Most of us spend so much of our lives at work, we want to be part of maintaining a workplace in which people support one another and encourage reaching for excellence. Many high-achieving employees stay at Vanderbilt because of the professional growth they experience and because of their appreciation of Vanderbilt’s benefits, public events and discussions, athletic opportunities, beautiful setting and, above all, sense of community and purpose.Vanderbilt and its employees share a set of mutual expectations that have been created with productivity, legality, fairness and safety always in mind. We believe that our investment in training and compensating employees multiplies in value when we enable individuals to deliver their best performance for the benefit of us all.