Description
Sr. Administrative Assistant
Requisition Number 1802280
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
Department/Unit Summary
| The office of Healthcare Compliance manages VUMC's compliance program. Our office mission is to ensure and promote the highest standards of business ethics. VUMC is committed to complying with all federal and state laws, rules, and regulations. Specifically, our office is tasked with: · Preventing any accidental or intentional violations of law. · Detecting violations if they occur. · Immediately taking corrective measures if violations occur. |
For additional information, please visit ww2.mc.vanderbilt.edu/dcci/ .
Your Role:
In this pivotal and rewarding role, you will be performing general office mgmt. to include answering phones & emails, greeting visitors, handling office mail, scheduling meetings, calendaring, creating reports, and inventory & supplies. You also may work with General Ledger, budgeting, and P-Card usage; assist with Web Site (training provided); work with outside vendors to notify other departments (eg HR, supply chain resources) of issues, so presenting a professional image to represent the Compliance office is a must.
KEY RESPONSIBILITIES:
· Support. General office support functions such as telephone, e-mail, visitor and correspondence responses; managing office supplies; scheduling meetings; producing and revising reports; reviewing and reconciling general ledger entries, and assisting with personnel and budgeting issues as requested
· Project Management. Facilitate the formation and pursuit of basic project plans, including compiling data, conducting basic investigations or research and summarizing findings
· Outreach. Assist with periodic communication on regulatory developments and areas of special interest or scrutiny to the VUMC workforce
· Website . Assist in the design of tools and mechanisms of regulatory information available to VUMC workforce members and the profile of the Compliance Office throughout VUMC
Compliance Efforts . Assist as requested with the general compliance program initiatives of the Compliance Office within VUMC
Collaboration. Facilitate communication between the Compliance Office, its staff and other functions of VUMC to minimize regulatory risk and maximize clinical, financial and administrative efficiency
TECHNICAL CAPABILITIES:
CLERICAL/ADMINISTRATIVE (INTERMEDIATE): - Clerical/Administration is a skill which includes most clerical and administrative functions typically carried out by secretaries, administrators and others who perform a clerical role. Among the duties are: Ad Hoc Reporting, Calendar Maintenance, Data Entry, Document Duplication, Document Filing and Maintenance, Document Preparation, Employee Record Maintenance, Employee Time Recording, Faxing and Electronic Mailing, Inventory Management, Mail Sorting and Distribution, Meeting Coordination and Scheduling, Message Management, Receptionist Tasks, Special Projects, Spreadsheet Preparation, Travel Arrangements, and Word Processing and Typing.
AD HOC REPORTING (INTERMEDIATE): - The ability to access information from databases and prepare reports.
DATA ANALYSIS (INTERMEDIATE): - The ability to analyze data in an accurate manner.
FINANCIAL PROCESSES (NOVICE): - Ability to monitor costs, expenses and revenue as well as the ability to manage those costs and expenses in relation to budgeted amounts.
HUMAN RESOURCES POLICIES AND PROCEDURES (FUNDAMENTAL AWARENESS): - Knowledge, adherence and application of human resources policies and procedures.
A day in the life of the role may include:
- Receive, screen, and route incoming calls, mail, and deliveries; maintain inventory of break room and office supplies; maintain records and files, electronic and hardcopy.
- Greet visitors; maintain neatness of waiting area, conference room, and break room.
- Assist Compliance Office staff with scheduling meetings and managing calendars, including availability of conference rooms; prepare meeting materials as needed.
- Verify purchases and monthly transactions; monitor budget; ensure prompt payment of invoices; act as trustee for departmental Pcard.
- Update office web site as directed.
- Track attendance and manage HR forms, and support other personnel functions.
- Support routine recurring compliance program functions such as working with exclusion screening vendor or vendors.
- Assist staff with projects and other duties as requested.
CORE ACCOUNTABILITIES:
- Organizational Impact: Performs non-routine tasks that significantly impact team's performance with minimal guidance.
- Problem Solving/ Complexity of work: Conducts research and analysis to solve some non-routine problems.
- Breadth of Knowledge: Applies broad job knowledge and has basic job skills in other areas.
- Team Interaction: Provides informal guidance and support to less experienced team members.
CORE CAPABILITIES:
SUPPORTING COLLEAGUES (S3):
- Develops Self and Others: Continuously improves own skills by identifying development opportunities.
- Builds and Maintains Relationships : Seeks to understand colleagues' priorities, working styles and develops relationships across areas.
- Communicates Effectively: Openly shares information with others and communicates in a clear and courteous manner.
DELIVERING EXCELLENT SERVICES (S3):
- Serves Others with Compassion: Invests time to understand the problems, needs of others and how to provide excellent service.
- Solves Complex Problems: Seeks to understand issues, solves routine problems, and raises proper concerns to supervisors in a timely manner.
- Offers Meaningful Advice and Support: Listens carefully to understand the issues and provides accurate information and support.
ENSURING HIGH QUALITY (S3):
- Performs Excellent Work: Checks work quality before delivery and asks relevant questions to meet quality standards .
- Ensures Continuous Improvement: Shows eagerness to learn new knowledge, technologies, tools or systems and displays willingness to go above and beyond.
- Fulfills Safety and Regulatory Requirements: Demonstrates basic knowledge of conditions that affect safety and reports unsafe conditions to the appropriate person or department.
MANAGING RESOURCES EFFECTIVELY (S3):
- Demonstrates Accountability: Takes responsibility for completing assigned activities and thinks beyond standard approaches to provide high-quality work/service.
- Stewards Organizational Resources: Displays understanding of how personal actions will impact departmental resources.
- Makes Data Driven Decisions: Uses accurate information and good decision making to consistently achieve results on time and without error.
FOSTERING INNOVATION (S3):
- Generates New Ideas: Willingly proposes/accepts ideas or initiatives that will impact day-to-day operations by offering suggestions to enhance them.
- Applies Technology: Absorbs new technology quickly; understands when to utilize the appropriate tools and procedures to ensure proper course of action.
- Adapts to Change: Embraces change by keeping an open mind to changing plans and incorporates change instructions into own area of work.
Position Qualifications:
Required:
· High School Diploma or GED
· 4 years of relevant experience
· Experience as liaison and in coordinating activities between departments and functions.
· Demonstrated expertise with Microsoft products (Project, Access, Visio, PowerPoint, Outlook, Excel, Word), web technologies and database tools, and willingness to learn new technologies when presented.
Preferred:
· Associate's Degree
· Health care experience
Position Shift:
· Monday-Friday, 8-5; flexibility extended and required based on business needs
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 ), 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 Middle 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 to learn more about our services and facilities.
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