YOUR ROLE: This position serves as a senior administrative assistant to the faculty and staff in the Emergency Infections Program (EIP) and within the Department of Health Policy. This EIP program conducts research efforts in collaboration with the Tennessee Department of Health and the Centers for Disease Control and Prevention.
Responsibilities of this position include providing complex administrative support to program leadership, faculty and staff, which may involve a substantial amount of highly detailed and technical work, and handling a variety of office and program management responsibilities.
Responsibilities will include but are not limited to the following:
1.Administrative support to program leadership a.Serves as administrative assistant to principal investigator; updates CV and bio sketches, file maintenance b.Serves as a primary point of contact (telephone, email, etc.) and independently responds to complex inquiries from media outlets, public, and staff, regarding synthesis/inference of office activities/policies/ procedures, media requests, requiring considerable judgment and tact c.Provides effective calendar and meeting support; maintains contacts; coordinates and schedules meetings d.Coordinates travel and ensures reimbursements are processed in a timely manner e.Prepares professional correspondence f.Provides journal article editing and PowerPoint presentation/handouts creation g.Conducts online searches h.Prepares and submits invoices
2.Office/facilities coordination a.Recommends/defines & documents office processes (filing systems, office procedures, and workflow) including developing and maintaining SOPs b.Manages conference room space c.Coordinates complex meetings d.Coordinates procurement of office and study supplies e.Serves as support person to faculty and staff f.Tracks usage of department supplies g.Coordinates mail and delivery of supplies h.Liaison for VAV repairs and maintenance i. Monthly charge reconciliation j. Tracks spending and account changes on federal grant k.Manages department credit card l. Ad hoc reporting m.Prepares expense reports for faculty and staff, as needed
3.EIP research support a.Provide support to research which may include web and library research, talk and PowerPoint presentations, and manuscript composition/development; compile data and summarize findings b.Develops spreadsheets/databases to include gathering appropriate information c.Creates and runs database queries and reports and updates database as necessary d.Coordinates special projects (e.g., seminars, media appearances, mass mailings), which may include preparing presentations using a variety of formats (presentation software, etc.) e.Enters data into database for special projects f.Performs data quality audits g.Prepares research participant mailings h.Assists in contacting research participants i. Assists with problem solving and process improvements j. Coordinates archiving of study records and converts paper records to digital files for long-term storage. k.Recommends/defines & documents office processes (filing systems, office procedures, and workflow) including developing and maintaining SOPs l. Manages conference room space m.Coordinates complex meetings n.Coordinates procurement of office and study supplies o.Serves as support person to faculty and staff p.Tracks usage of department supplies q.Coordinates mail and delivery of supplies r.Monthly charge reconciliation s.Prepares and submits invoices t.Tracks spending and account changes on federal grant u.Manages department credit card v.Ad hoc reporting w.Prepares expense reports for faculty and staff, as needed x.Provides effective calendar and meeting support; maintains contacts; coordinates and schedules meetings y.Coordinates travel and ensures reimbursements are processed in a timely manner
Minimum Requirements: This position requires a high school degree or GED and four (3) years of experience.
Candidates with a Bachelorâs degree and prior administrative experience are preferred.
This role requires advanced administrative skills and ability to deliver excellent services to multiple customers. The successful candidate should be organized, efficient, detail oriented and effective communicator with team work skills.
Proficiency with MS Office programs is needed for this role.
Additional Information: This is a full-time position; 40 hours per week.
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.
Vanderbilt University's new Department of Health Policy brings together a broad group of health policy scholars devoted to developing health policy solutions that can have a profound impact. The Department builds on a history of strong collaborative relationships with the Tennessee Department of Health, the Centers for Disease Control and Prevention, and several frontline policy makers to develop health policy solutions for our nationâs most pressing health care challenges.
The combination of a major research university and preeminent medical center gives Department faculty incredible opportunities to build relationships with frontline care providers and policymakers which can lead to breakthrough discoveries. The Department fosters a deep belief that research and innovative thinking should guide health policy relationships and help policymakers understand implications. For more information, please visit https://www.vumc.org/health-policy/
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 Accomplishment:
Because we are committed to providing the best in patient care, education and research, we are proud of our recent accomplishments:
Â· US News & World Report:#1 Hospital in Tennessee, #1 Health Care Provider in Nashville, #1 Audiology (Bill Wilkerson Center), 12 adult and 10 pediatric clinical specialties ranked among the nation's best, #15 Education and Training
Â· Truven Health Analytics:among the top 50 cardiovascular hospitals in the U.S.
Â· Becker's Hospital Review:one of the "100 Greatest Hospitals in America"
Â· The Leapfrog Group:grade "A" in Hospital Safety Score
Â· National Institutes of Health:among the top 10 grant awardees for medical research in the US
Â· Magnet Recognition Program:Vanderbilt nurses are the only group honored in Middle Tennessee
Â· Nashville Business Journal:Middle Tennessee's healthiest employer
Â· 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.