The Physical Medicine and Rehabilitation team at Vanderbilt is seeking a polished, articulate individual to be the Assistant to the Chair. In this fast-paced, pivotal and rewarding role, you will provide administrative and business support to the Chairperson or other faculty as requested by the Chairperson independently. Your duties will include managing calendars and other administrative tasks to meet the needs of the chair. You must demonstrate prudence, discretion, and confidentiality, and you should have the ability to interact with senior executives. Problem-solving and multi-tasking are additional crucial elements to ensure your success!
Bachelor's Degree (or equivalent experience)
3 years of relevant experience
Performs key administrative functions that support the Chair's leadership in department's patient care, research and educational activities.
Manages multifaceted department logistics and Chair's calendar for meetings and conferences, including travel and catering.
Works closely with other team members to assure the Chairperson's preparation for meetings, presentations or other engagements.
Compiles and prepares correspondence and other materials for the Chairperson.
Provides administrative support for internal and external committees.
Serves as an ambassador to internal and external constituents.
The responsibilities listed are a general overview of the position and additional duties may be assigned.
CLERICAL/ADMINISTRATIVE: 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.
CUSTOMER SERVICE: A continuing focus on the needs and requirements of customers, anticipating their needs, remaining sensitive to customers while performing services for them, responsive to customer needs.
AD HOC REPORTING: The ability to access information from databases and prepare reports.
NETWORKING: Build relationships through industry contacts, professional organizations and individuals.
PURCHASING: Experienced in authorizing and administering procurement contracts and contract changes within designated commitment authority. Has had a prominent role in procurement, materials management, sourcing and logistics management, and supply chain management that fall within the scope of responsibility. Acts as an authorized agent of the company with responsibility for managing supplier-related activities and authority to commit company resources through contracts and agreements. Keeps current on competitors' buying practices. Conducts studies for new materials and services. Works with Sales and Marketing to translate a sales forecast into a procurement plan.
HUMAN RESOURCES POLICIES AND PROCEDURES: Knowledge, adherence and application of human resources policies and procedures.
Organizational Impact: Executes job responsibilities with the understanding of how output would affect and impact other areas related to own job area/team with occasional guidance.
Problem Solving/ Complexity of work: Analyzes moderately complex problems using technical experience and judgment.
Breadth of Knowledge: Has expanded knowledge gained through experience within a professional area.
Team Interaction: Provides informal guidance and support to team members.
Develops Self and Others: Invests time, energy and enthusiasm in developing self/others to help improve performance and gain knowledge in new areas.
Builds and Maintains Relationships: Maintains regular contact with key colleagues and stakeholders using formal and informal opportunities to expand and strengthen relationships.
Communicates Effectively: Recognizes group interactions and modifies one's own communication style to suit different situations and audiences.
DELIVERING EXCELLENT SERVICES:
Serves Others with Compassion: Seeks to understand current and future needs of relevant stakeholders and customizes services to better address them.
Solves Complex Problems: Approaches problems from different angles; Identifies new possibilities to interpret opportunities and develop concrete solutions.
Offers Meaningful Advice and Support: Provides ongoing support and coaching in a constructive manner to increase employees' effectiveness.
ENSURING HIGH QUALITY:
Performs Excellent Work: Engages regularly in formal and informal dialogue about quality; directly addresses quality issues promptly.
Ensures Continuous Improvement: Applies various learning experiences by looking beyond symptoms to uncover underlying causes of problems and identifies ways to resolve them.
Fulfills Safety and Regulatory Requirements: Understands all aspects of providing a safe environment and performs routine safety checks to prevent safety hazards from occurring.
MANAGING RESOURCES EFFECTIVELY:
Demonstrates Accountability: Demonstrates a sense of ownership, focusing on and driving critical issues to closure.
Stewards Organizational Resources: Applies understanding of the departmental work to effectively manage resources for a department/area.
Makes Data Driven Decisions: Demonstrates strong understanding of the information or data to identify and elevate opportunities.
Generates New Ideas: Proactively identifies new ideas/opportunities from multiple sources or methods to improve processes beyond conventional approaches.
Applies Technology: Demonstrates an enthusiasm for learning new technologies, tools, and procedures to address short-term challenges.
Adapts to Change: Views difficult situations and/or problems as opportunities for improvement; actively embraces change instead of emphasizing negative elements.
Physical medicine and rehabilitation is often called the âquality of life professionâ because its aim is to enhance a patientâs function and well-being after injury or illness. At the Physical Medicine and Rehabilitation Center at VUMC, our specialists focus not on one part of the body. Instead, we take a comprehensive approach to putting all the pieces of a personâs life back together after injury or disease. This includes addressing medical, social, emotional, and vocational needs. For more information, please visit https://www.vanderbilthealth.com/pmr/
Click Here To View The VUMC Promise of Discovery
VUMC Recent Accomplishments
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.