Assoc Executive Assistant

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 diverse 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 recognizes that diversity is essential for excellence and innovation. We are committed to an inclusive environment where everyone has the chance to thrive and 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.

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KEY RESPONSIBILITIES

Provide high-level support to the Office of the VUH President and Chief Operating Officer, including, but not limited to:

• Perform advanced, diversified, and confidential administrative duties requiring broad and comprehensive experience, outstanding interpersonal skills and independent judgment based upon experience.

• Manage correspondence and communication (verbal, written, and e-mail) using independent judgment, and requiring a high degree of confidentiality, discretion, and professionalism

• Provide high-level, proactive support for other key meetings, including scheduling, meeting package preparations, material and agenda content tracking, attending meetings and taking minutes and/or notes, tracking action items and decisions made, and generating all necessary follow-up correspondence to ensure work is completed as appropriate to support related meeting business and to prep for subsequent meetings

• Provide complex calendar management, exercising discretion and judgment to analyze and appropriately prioritize complicated and challenging calendars

• Develop, execute and manage a plan for coordinating events, retreats and site visits as needed, including timeline development, action items, budget planning and reconciliation, logistics, agenda planning and catering

• Responsible for defined parts of projects in support of enterprise-wide initiatives

• Working together with the VUH administration support team to ensure the successful administrative function of the VUH administration offices overall

• Provide assistance and back-up coverage for the VUH President and COO and CNO, as well as the VUH Surgical, Medical and Heart/Neuro Segment leadership teams.

• Resolve routine and complex inquiries from inception to resolution, including those regarding highly confidential matters and urgent/emergent operations issues, in a timely and efficient manner, seeking advice and direction from supervisor as appropriate

• Screens/triages telephone calls and visitors

• Provide and coordinate information and materials for upcoming presentations and/or analysis

• Assists with designing, editing, and reviewing presentation materials for content, grammatical, and/or presentation style correction, ensuring deadlines are met and all materials required are correct and assembled

• Access, understand and appropriately utilizes VUMC proprietary database/software systems (My Workday, Concur, Kronos, etc.)

• Reconcile P-Card charges, travel and other expense reports

• Performs key administrative functions which may include serving as representative of the organizational area.

• 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.

• Other responsibilities and/or projects as 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.
* 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.
* Data Analysis (Intermediate): The ability to analyze data in an accurate manner.
* 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.

Knowledge, Skills and Experience - Desired:

• Associate or Bachelor's degree or an equivalent combination of education and/or experience with at least one year of administrative office experience supporting mid- to high-level leadership

• A high degree of professional interpersonal skills with the ability to interact well with others.

• Exceptional customer service skills demonstrated by a consistent professional demeanor.

• Exemplary attention to detail with strong proofreading and grammar skills

• Experience working within VUMC

• Demonstrated ability to work independently, showing sound judgment based upon experience, as well as the capability to work as part of a diverse team in a professional and collaborative manner.

• Ability to analyze, compare, and evaluate various courses of action and make independent decisions, seeking advice and direction from supervisors as appropriate

• High-level, proactive support for key meetings

• Experience with project coordination and support

• Must be able to analyze, manage and appropriately prioritize scheduling for extremely busy, high-level calendars

• Ability to assess competing priorities, manage workflow and meet operational deadlines.

• The skill to handle confidential materials and situations with professionalism, sensitivity and discretion.

• Excellent written skills

• Demonstrated strong Microsoft Office (Outlook, Word, PowerPoint, Excel, Visio) skills

• Knowledge, familiarity and utilization of a broad range of VUMC proprietary applications such as My Workday, Concur, Kronos, etc.

• Must be flexible, resourceful, and work well under pressure

• Experience working within a teamwork environment and culture.

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.

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Vanderbilt Health recognizes that diversity is essential for excellence and innovation. We are committed to an inclusive environment where everyone has the chance to thrive and to the principles of equal opportunity and affirmative action. EOE/AA/Women/Minority/Vets/Disabled