Vanderbilt University Medical Center Lead Administrative Assistant in Nashville, Tennessee

Lead Administrative Assistant


Discovery VanderbiltUniversity 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.

Your Role:

This position is an essential administrative role in the Department of Biostatistics. Our Department has a dynamic reach across Vanderbilt where our faculty members collaborate on biomedical research. We also offer an innovative and contemporary graduate program. Our mission is to engage in and facilitate collaborative endeavors in biomedicine and the basic sciences, conduct groundbreaking methodological research, promote interdisciplinary discovery, train the next generation of PhD and MS Biostatisticians, and act as an educational resource for biomedical researchers and Vanderbilt.

The primary responsibility of this position is to coordinate requests for immigration and visa applications for Foreign National employees and visiting scholars. This position requires exceptional customer service orientation and ability to serve in a liaison capacity with several key internal and external partners (i.e. Immigration Services Office, International Tax Office, Human Resources, Faculty Affairs, Office of Post-doctoral Affairs, immigration attorneys, etc.). In addition to coordinating immigration and visa applications, this role will be responsible for facilitating and managing a variety of programmatic and administrative activities in the department.

Essential qualities include advance planning, capacity to work under time sensitive deadlines and ability to coordinate activities with multiple constituent groups. Familiarity with immigration and visa processing is desired.

Expected responsibilities will include but are not limited to the following:

Immigration and visa applications

• Coordinate immigration and visa applications for Foreign Nationals, which may include current and prospective employees, visiting scholars, and trainees

• Collect and prepare supporting documentation (i.e. English proficiency, resumes, health screening forms, offer letters, appointment letters, etc.) and submit to VUMC International Services Office required for processing of visa applications

• Coordinate completion of Visa Export Questionnaires

• Coordinate advertisements/LCA postings as needed for the petition

• Develop and maintain tracking processes to monitor visa cases, expiration dates, changes of status, and other pertinent details

• Proactively partner with Foreign Nationals and their department leaders to process extensions, amendments and other changes of status

• Maintain records in compliance with internal and external policies and regulations

• Attend relevant meetings and trainings to stay abreast of changes and updates to relevant policies and regulations

• Serve as department’s in-house resource for immigration and visa matters

• Connect Foreign Nationals with relevant resources on and off campus to provide support during hiring, onboarding and employment

• Continuously foster cross-cultural understanding

• Obtain approvals and process payments for visa applications

Programmatic and administrative activities

• Assist with faculty, research fellows and visiting scholars appointment and reappointment processes

• Coordinate student internships and visiting student observer appointments

• Assist with new employee on-boarding which may include preparing space and other logistics

• Provide support for department seminars and workshops

• May provide general administrative support to faculty and staff

• May assist faculty with assembling and preparing materials for publications

• Additional programmatic or administrative responsibilities may be assigned consistent with the operating needs of the department

Minimum Qualifications:

This position requires a high school diploma and a minimum of five years of relevant experience. Candidates with bachelor’s degree are encouraged to apply.

Preferred experience and skills:

• Familiarity with immigration and visa processing

• Strong communication and interpersonal skills

• Ability to plan in advance and manage deadlines is essential

• Professional work style with high level of problem solving skills

• Familiarity with the Medical Center’s organizational structure, policies and procedures is desirable

Additional Information:

This is a full-time, non-exempt, position.

Salary is dependent upon education and experience.

Background screens will be performed and education will be verified prior to employment. Please be prepared to provide required information and/or documentation.

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 ), 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 ofScience: 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


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: Department of Biostatistics 104268

Title: Lead Administrative Assistant

Location: TN-Nashville-2525 West End Ave

Requisition ID: 1805920