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.

Organization:

Adult Enterprise Admin

Job Summary:

JOB SUMMARY

Performs administrative and business support related duties of a complex nature in support of executive leadership with some guidance.

This position serves as a member of the Office of the President and Chief Operating Officer, Vanderbilt University Hospital (VUH). The person in this role will be expected to perform a broad range of high-level administrative responsibilities. Additionally, working together with the VUH administration support team, he/she will also help to provide support to the overall administrative and operational functions of the VUH administration offices.

He/she will represent the Office of the VUH President and Chief Operating Officer in a professional manner, interacting daily with Vanderbilt University Medical Center leadership, departmental customers and administrative professional peers.

The person in this role is expected to handle sensitive and confidential information with utmost discretion. This position involves a high degree of flexibility and initiative, requiring the ability to work proactively, both independently and as part of a team. This position requires the confidence and competence to make independent decisions on matters of significance free from immediate direction. The person in this role is joining a team whose foundation is based upon the VUMC Credo and Behaviors and will be expected to adopt and follow these values as he/she executes the responsibilities of this role.

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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 .