The Lead Administrative Assistant provides high-level support to the Division Director, Division Administrator, and the T32 Program Manager for the Division of Hematology / Oncology. The Lead AA provides direct support to the Division Director and Division Administrator through calendar management, preparing meeting agendas and minutes, drafting documents, facilitating signature requests, and other duties as assigned.
The Lead Administrative Assistant provides operational support in the planning and coordination of local educational events and seminar series, faculty and disease team retreats and assisting with the planning and coordination of yearly events at national conferences for current faculty and fellows, Division alumni and Division guests.Along with the Division Administrator and T32 Program Manager, the Lead AA budgets and plans these events in alignment with available funding sources.The Lead AA also provides operational support for faculty and clinical staff recruits and guest speakers.
Key Functions and Expected Performance
Clerical / Administrative Support (65%)
Coordinate busy and shifting office calendar for the Division Director, including scheduling and coordinating meetings and/or conferences; applying good judgment in determining priorities
Provides calendar management support for the Division Administrator
Independently prepare memos and correspondence, including nomination letters and letters requiring Department of Medicine signatures
Prepare and maintain academic documents for the Division Director including formatting manuscripts, grant documents, updating NIH biosketch, publications, CV, etc.
Coordinate and/or attend meetings for purpose of recording minutes, including Divisional Faculty Meetings, Cancer Work in Progress, Faculty Mentoring Committee, Weekly Leadership Meetings
Prepare and distribute minutes, agendas and supporting documents
Assist the Division Director with all new faculty appointment requests, faculty reappointments requests, and promotion and tenure requests; compile reports and documents as needed for the Division Director
Facilitate signature requests for both the Division Director and Division Administrator
Divisional Project Management (25%)
Organize and coordinate Divisional receptions, symposiums, retreats and various other outreach activities
Assists Program Manager with planning the annual Division receptions at ASCO and ASH
Secures event location, menu, and entertainment
Coordinate Save the Date mailing, reception invitation and RSVP list for invitees (several hundred); invitees include current and formal faculty, former fellows, and other non VUMC collaborators
Collaborate with the Medical Alumni Association, VICC, or other organizational units to promote and publicize the event
Co-host and photograph event and conference; update social media accounts
With oversight from the Division Director and the T32 Program Manager, coordinate Division-wide meetings, conferences, interviews, and travel arrangements for faculty candidates, Division VIPs, etc.
With oversight from the T32 Program Manager, assist the Division Director with all new faculty appointment requests, faculty reappointments requests, and promotion and tenure requests; compile reports and documents as needed for the Division Director
Coordinate the Faculty retreatâvenue, facilities, agenda, food service
Other Miscellaneous Responsibilities as Assigned (10%)
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 â of culture, thinking, learning and leading â 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. Vanderbiltâs mission is to advance health and wellness through preeminent programs in patient care, education, and research.
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), 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 Middle Tennessee
Nashville Business Journal: Middle Tennessee's healthiest employer
American Hospital Association: among the 100 "Most Wired" medical systems in the US
Vanderbilt University Medical Center is a comprehensive health care facility dedicated to patient care, research, and biomedical education. Our reputation for excellence in these areas has made us a major center for patient referrals from throughout the Mid-South. Each year, people throughout Tennessee and the Southeast choose Vanderbilt University Medical Center for their health care because of our leadership in medical science and our dedication to treating patients with dignity and compassion.The mission of Vanderbilt University Medical Center is to advance health and wellness through preeminent programs in patient care, education, and research.