Vanderbilt University Medical Center Sr Administrative Assistant (Pediatric Hospital Medicine - Research) in Nashville, Tennessee

Sr Administrative Assistant (Pediatric Hospital Medicine - Research)


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 :

This position will serve as the senior administrative assistant for Pediatric Emergency Medicine (PEM) and Pediatric Hospital Medicine (PHM). Strong written and oral communication skills are required. The successful candidate must have high proficiency in Excel and Word. The individual will report directly to the Division Director and Administrators. This individual will provide key stakeholders a wide range of support, including assistance and management in administration, HR, faculty recruiting, financial reporting, website maintenance, special events, and any ad hoc projects.

Key Functions and Expected Performances:

Financial/Budget/ Responsibilities

•Work with Administrators to manage operations for centers.

•Create reimbursement requests for Faculty and Faculty Candidates. Submit to appropriate signature authority for processing (i.e. purchase requisitions, check requests, travel reimbursements).

•Track Faculty Continuing Medical Education funds to ensure adherence to allotted budgets.

Recruitment/Human Resources

•Track Faculty certifications to ensure all stay up-to-date. Provide Faculty with notifications when licensures are close to expiring.

•Assist with the completion of reappointment documents for Faculty. Liaison to credentialing department to ensure continuation of privileges.

•Coordinate faculty candidate visits, which include scheduling flights and lodging, creating interview itinerary using internal faculty members’ calendars, and reimbursement requests.

•Onboard new Faculty based on Department/Division guidelines and requirements.

•Coordinate Ground Rounds visits sponsored by the Division (travel, lodging and schedule).

Daily Operations

•Manage Faculty calendars through Outlook.

•Coordinate Division meetings.

•Coordinate schedules for meetings requested by Faculty or other departments. Liaison with multiple departments to complete the scheduling process and effectively communicate dates/times/locations to all attendees and administrative staff involved.

•Maintain Faculty personnel files.

•Manage office supplies.

•Maintain the Pediatric Emergency Medicine physician schedule and work with Faculty leadership to ensure all shifts are covered.

•Assist Research Administrator (RAO) with pre-award submissions, as well as progress reports for current projects. Work with faculty on any subject participation including purchasing of gift cards, tracking and processing journal entries timely and efficiently.

•Assist RAO with bio sketches, other support and other items as requested for all divisional research faculty.

•Primary administrative resource for the Pediatric Hospital Medicine Fellowship Program.

•On an as-needed basis, interpret policies and procedures in daily operations.

•Liaison with IT, Procurement, Office of Faculty Affairs and other departments to ensure requests/needs are met.

Position Qualifications


High School Diploma or GED (or equivalent experience) and 4 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

Download the Vanderbilt University Medical Center Facts 2016-2017 at to learn more about our services and facilities.


  1. Job Code: 4502

  2. Job Stream Description: Support/Technical

High School Diploma or GED (or equivalent experience) and 4 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 Hospital Medicine 104623

Title: Sr Administrative Assistant (Pediatric Hospital Medicine - Research)

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

Requisition ID: 1803571