Senior Administrative Assistant - Onsite, Nashville TN

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. Vanderbilt Health is committed to an environment where everyone has the chance to thrive and where your uniqueness 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.

Organization:

VICC 210

Job Summary:

The Senior Administrative Assistant will serve as the fully onsite front‑desk representative and primary administrative support for the team, functioning as the central point of contact for daily operations across two locations (Preston Research Building and 3322 West End Ave). This role is responsible for managing 8–9 conference rooms, including handling all booking requests, ensuring spaces are properly set up, and coordinating with Facilities to support meeting logistics.

The incumbent will oversee supply ordering for both sites and will travel between locations—via shuttle or driving—to restock supplies and assist with conference room readiness as needed. Additional responsibilities include preparing routine and ad‑hoc reports, managing mail distribution, answering phone calls, responding to faxes, and providing event coordination support. Event duties may involve creating flyers, confirming event dates, arranging catering, supporting day‑of execution, and coordinating post‑event clean‑up.

Success in this role requires strong technical proficiency, including converting files, managing high volumes of email communication, and utilizing Microsoft Office and conference room scheduling tools. The ideal candidate is a collaborative team player with exceptional attention to detail, strong communication capabilities, and a high degree of professionalism and confidentiality.

Preferred Skills & Experience:
Exceptional attention to detail with strong organizational skills.
Tech‑savvy, with the ability to quickly learn and navigate new systems, tools, and platforms.
Collaborative team player who contributes positively to group goals and culture.
Strong verbal and written communication skills.
Proven ability to maintain strict confidentiality and handle sensitive information appropriately.


Hours: Monday - Friday, 8:00am - 5:00pm CST.

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KEY RESPONSIBILITIES • Performs a variety of administrative support which may include, but not limited to, scheduling, booking travel and budget reconciliation. • Ensures data/records are created and maintained to document financial, planning, correspondence, procedures, processes and other information. • Compiles data, analyzes information and summarizes findings in support of an area. • Prepares reports and other documentation as requested. • The responsibilities listed are a general overview of the position and additional duties may be assigned. TECHNICAL CAPABILITIES • Human Resources Policies and Procedures (Fundamental Awareness): Knowledge, adherence and application of human resources policies and procedures. • Ad Hoc Reporting (Intermediate): The ability to access information from databases and prepare reports. • Data Analysis (Intermediate): The ability to analyze data in an accurate manner. • Clerical/Administrative (Intermediate): 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. • Financial Processes (Novice): Ability to monitor costs, expenses and revenue as well as the ability to manage those costs and expenses in relation to budgeted amounts.

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: Performs non-routine tasks that significantly impact team's performance with minimal guidance. * Problem Solving/ Complexity of work: Conducts research and analysis to solve some non-routine problems.* Breadth of Knowledge: Applies broad job knowledge and has basic job skills in other areas.* Team Interaction: Provides informal guidance and support to less experienced team members.

Core Capabilities :

Supporting Colleagues: - Develops Self and Others: Continuously improves own skills by identifying development opportunities.- Builds and Maintains Relationships: Seeks to understand colleagues' priorities, working styles and develops relationships across areas. - Communicates Effectively: Openly shares information with others and communicates in a clear and courteous manner. Delivering Excellent Services: - Serves Others with Compassion: Invests time to understand the problems, needs of others and how to provide excellent service. - Solves Complex Problems: Seeks to understand issues, solves routine problems, and raises proper concerns in a timely manner. - Offers Meaningful Advice and Support: Listens carefully to understand the issues and provides accurate information and support. Ensuring High Quality: - Performs Excellent Work: Checks work quality before delivery and asks relevant questions to meet quality standards.- Ensures Continuous Improvement: Shows eagerness to learn new knowledge, technologies, tools or systems and displays willingness to go above and beyond.- Fulfills Safety and Regulatory Requirements: Demonstrates basic knowledge of conditions that affect safety and reports unsafe conditions to the appropriate person or department. Managing Resources Effectively: - Demonstrates Accountability: Takes responsibility for completing assigned activities and thinks beyond standard approaches to provide high-quality work/service. - Stewards Organizational Resources: Displays understanding of how personal actions will impact departmental resources. - Makes Data Driven Decisions: Uses accurate information and good decision making to consistently achieve results on time and without error. Fostering Innovation: - Generates New Ideas: Willingly proposes/accepts ideas or initiatives that will impact day-to-day operations by offering suggestions to enhance them. - Applies Technology: Absorbs new technology quickly; understands when to utilize the appropriate tools and procedures to ensure proper course of action. - Adapts to Change: Embraces changes by keeping an open mind to changing plans and incorporates change instructions into own area of work.

Position Qualifications:

Responsibilities:

Certifications:

Work Experience:

Relevant Work Experience

Experience Level:

4 years

Education:

High School Diploma or GED

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.