Vanderbilt University Medical Center Lead Administrative Assistant (Pediatric Pulmonary) in Nashville, Tennessee

Lead Administrative Assistant (Pediatric Pulmonary)


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

Monroe Carell Jr. Children's Hospital at Vanderbilt is one of the nation's leading children's hospitals. We treat and help prevent all health issues ranging from colds and broken bones to heart disease and cancer.

The world-class facilities at Children's Hospital are a testament to our community's dedication to the health of children. Constructed in 2004 and expanded in 2012, our 271-bed hospital is a child-friendly place built on the science of healing.

A building alone does not make a great hospital. Our exceptional medical teams and the generous support of people like you enable us to provide every child who comes to us with the hope of improved health. Children's Hospital is a nonprofit facility. No child who needs our services is denied care on the basis of limited ability to pay.

Many of our doctors and surgeons are nationally recognized researchers who are finding new ways to cure and prevent childhood diseases. Their work preventing and treating premature birth, cancer, heart disease, spina bifida, and many other conditions is an investment in the future. We are at an important crossroads in child health. Our commitment to research and advocacy positions us to bring the promise of good health to children and families in our community and to share that hope with the world.

Your Role :

Manage independently the budgetary, personnel, and physical facilities of a department, division, or other organizational unit. Develop administrative goals and priorities for long-range planning with an emphasis in strategic budgetary management.

Supervisor: Director of Pulmonary/Allergy/Immunology

Job responsibilities include but are not limited to:

1. Oversee Provider schedules

  1. Process and track Time Away Requests

  2. Maintain Division Outlook Calendar

  3. Maintain Synergy Call Schedule

  4. Quarterly Physician Time Reports

2. Administrative Support to Physician who is Director of Pediatric Pulmonary/Allergy/Immunology and other Faculty Members

  1. Manage Calendar

  2. Schedule Meetings

  3. Make Travel Arrangements

  4. Field phone calls and route appropriately

  5. Maintain Faculty CME Allowances

3. Ledger Review and Reconciliation

  1. Monitor department centers

  2. Obtain and match all documentation for each non-labor transaction

  3. Review transactions with Clinical and Research Administrative Officer

4. Research Support

  1. Format Biosketches

  2. Clinical Trial Invoice tracking

  3. Assist Research AO with compiling documents needed to meet grant requirements.

5. Project management

  1. Implement plans to achieve defined departmental goals and objectives

  2. Compile data, conduct research assignments and summarize findings according to general instructions

  3. Analyze and report findings relating to daily operations

  4. Coordinate space and facilities planning

  5. Organize and Conduct Division Conferences

  6. Maintain Division Website

  7. Cystic Fibrosis Quarterly Reports

6. Supervise staff

  1. Assign and review work of varying degrees of complexity, exercising independent judgment

  2. Supervise Senior Administrative Assistant to provide needed support to division Faculty and Staff and Fellows

  3. Provide and document performance feedback in collaboration with the administrative officer and division director

  4. Kronos Review and Approval

  5. Understand FLSA, FMLA, etc. and communicate same to staff

7. Process Incoming and Outgoing Mail

  1. Sort and route incoming mail to the appropriate location as defined by department

  2. Identify items requiring immediate or personal attention

  3. Handle and distribute mail in an efficient and timely manner

8. Process Purchase Requisitions/Reconciliation

  1. Become familiar with eProcurement to order office and testing supplies

  2. Maintain documentation to match with orders

  3. Reconcile documentation to general ledger expense

Position Qualifications


High School Diploma or GED (or equivalent experience) and 5 years relevant experience

Licensure, Certification, and/or Registration (LCR):


Monday – Friday Day Shift

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 ), 12 adult and 10 pediatric clinical specialties ranked among the nation's best, #15 Education and Training

  • Truven Health Analytics: among the top 50 cardiovascular hospitals in the U.S.

  • 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

  • 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

High School Diploma or GED (or equivalent experience) and 5 years relevant experience

Licensure, Certification, and/or Registration (LCR):

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.


  • 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.


  • 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: Pediatric Pulmonary 104621

Title: Lead Administrative Assistant (Pediatric Pulmonary)

Location: TN-Nashville-DOT - VCH Doctor's Office Tower

Requisition ID: 1806532