Vanderbilt University Medical Center Administrative Assistant in Nashville, Tennessee

Administrative Assistant

Job Requisition Number 1805109

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. 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.

Click Here To View The VUMC Promise of Discovery

Department/Unit Summary

Vanderbilt Guest Services assists with the flow of information between visitors and the Medical Center. We strive to create a welcoming, comfortable and pleasant environment for our visitors. Uniformed Guest Service Representatives are located at various information desks and waiting areas throughout the Medical Center to provide information, directions, or assist with any need you might have while visiting. For more information, please visit https://www.vanderbilthealth.com/guestservices/ .

Your Role:

In this pivotal and rewarding role, you will work closely w/the Patient Relations Specialist. Predominantly, you will serve as an intake coordinator answering phones, triaging the call, and documenting into an Excel spreadsheet. If you enjoy a challenge, have thick skin, can remain pleasant with unhappy customers, and love heavy phone work, this is the job for you!

KEY RESPONSIBILITIES:

  • Performs a variety of administrative support which may include scheduling, booking travel, expense processing and purchasing.

  • Compiles, coordinate and assist in the collection, processing and submission of data.

  • Prepares reports and other documentation as requested by area.

  • Creates and maintains accurate documents and records.

  • The responsibilities listed are a general overview of the position and additional duties may be assigned.

TECHNICAL CAPABILITIES:

CLERICAL/ADMINISTRATIVE (NOVICE): - 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.

CALENDAR MAINTENANCE (NOVICE): - The ability to prioritize and maintain a calendar or calendars of scheduled meetings or events. Able to accurately change or update a calendar with no scheduling conflicts.

DOCUMENT MANAGEMENT (NOVICE): - The use of a computer system and software to store, manage and track electronic documents and electronic images of paper based information captured through the use of a document scanner.

DATA VERIFICATION (NOVICE): - The ability to verify data in an accurate manner.

FINANCIAL PROCESSES (FUNDAMENTAL AWARENESS): - Ability to monitor costs, expenses and revenue as well as the ability to manage those costs and expenses in relation to budgeted amounts.

HUMAN RESOURCES POLICIES AND PROCEDURES (FUNDAMENTAL AWARENESS): - Knowledge, adherence and application of human resources policies and procedures.

CORE ACCOUNTABILITIES:

  • Organizational Impact: Performs tasks that are typically routine that may impact team's performance with occasional guidance.

  • Problem Solving/ Complexity of work: Utilizes some discretion and research to solve routine problems.

  • Breadth of Knowledge: Applies knowledge of standards, established processes and procedure that apply to your own job.

  • Team Interaction: Provides guidance to entry level co-workers.

CORE CAPABILITIES:

SUPPORTING COLLEAGUES (S2):

  • 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 (S2):

  • 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 tosupervisors in a timely manner.

  • Offers Meaningful Advice and Support: Listens carefully to understand the issues and provides accurate information and support.

ENSURING HIGH QUALITY (S2):

  • 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 (S2):

  • 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 (S2):

  • 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 change by keeping an open mind to changing plans and incorporates change instructions into own area of work.

Position Qualifications

Required:

  • High School Diploma or GED

  • 2 years of relevant experience

  • Strong organizational skills, along with ability tomulti-task

  • Excellent verbal and written communication skills

  • Ability to empathize and be compassionate, yet be tough enough tohandle contact from unhappy patients

  • Microsoft Office, particularly Word and Outlook

Preferred:

Experience with Epic and/or Star Panel, though we will train

Position Shift:

· Standard day-time hours; Monday-Friday

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 Hospital in Tennessee, #1 Health Care Provider in Nashville, #1 Audiology ( Bill Wilkerson Center at http://www.vanderbilthealth.com/billwilkerson/ ), 9 adult and 9 pediatric clinical specialties ranked among the nation's best, #15 Education and Training

· Truven Health Analytics: among the top 100 hospitals in the US

· Becker's Hospital Review: one of the "100 Greatest Hospitals in America"

· The Leapfrog Group: grade "A" in Hospital Safety Score

· National Institutes of Health: among the top 10 grant awardees for medical research in the US

· American Association for the Advancement of Science: 12 faculty members elected fellows in 2014

· Magnet Recognition Program: Vanderbilt nurses are the only group honored in Tennessee

· Nashville Business Journal: Middle Tennessee's healthiest employer

· American Hospital Association: among the 100 "Most Wired" medical systems in the US

*CA

Physical Requirements/Strengths needed & Physical Demands:

  • Sedentary category requiring exertion up to 10 lbs. of force occasionally and uses negligible amounts of force to move objects. Sedentary work involves sitting most of the time.

Movement

  • Occasional: Standing: Remaining on one's feet without moving.

  • Occasional: Walking: Moving about on foot.

  • Occasional: Lifting under 35 lbs: Raising and lowering objects under 35 lbs from one level to another

  • Occasional: Carrying under 35 lbs: Transporting an object holding in hands, arms or shoulders, with help of coworkers or assistive device.

  • Occasional: Push/Pull: Exerting force to move objects away from or toward.

  • Occasional: Reaching above shoulders: Extending arms in any direction above shoulders.

  • Frequent: Sitting: Remaining in seated position

  • Frequent: Reaching below shoulders: Extending arms in any direction below shoulders.

  • Frequent: Fingering: Picking, pinching, gripping, working primarily with fingers requiring fine manipulation.

  • Frequent: Bimanual Dexterity: Requiring the use of both hands.

Sensory

  • Continuous: Communication: Expressing or exchanging written/verbal/electronic information.

  • Continuous: Auditory: Perceiving the variances of sounds, tones and pitches and able to focus on single source of auditory information

  • Continuous: Vision: Clarity of near vision at 20 inches or less and far vision at 20 feet or more with depth perception, peripheral vision, color vision.

  • Continuous: Smell: Ability to detect and identify odors.

Environmental Conditions

  • Occasional: Chemicals and Gasses: Medications, cleaning chemicals, oxygen, other medical gases used in work area.

Job Administrative and Clerical Support

Organization: Patient & Guest Services 108874

Title: Administrative Assistant

Location: TN-Nashville-The Vanderbilt Clinic (TVC)

Requisition ID: 1805109