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Sr Administrative Assistant/Calendar Manager - VICTR Workforce Support

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Vanderbilt University Medical Center

Aug 26, 2024

  • Job
    Full-time
    Mid Level
  • People, HR & Administration
  • Nashville
  • Quick Apply

AI generated summary

  • You must have a High School Diploma/GED, 4 years of relevant experience, strong organizational and Microsoft Office skills, resourcefulness, and excellent time-management, interpersonal, and critical thinking abilities.
  • You will manage calendars, coordinate travel, organize meetings and conferences, support initiatives, reconcile expenses, assist with events, and handle various administrative tasks.

Requirements

  • High School Diploma or GED
  • 4 years of relevant experience (Required)
  • Excellent organizational skills
  • Excellent Microsoft Office skills, Outlook experience preferred
  • Ability to work in a dynamic environment
  • High level of resourcefulness
  • Excellent time-management skills
  • Excellent interpersonal skills
  • Excellent critical thinking skills

Responsibilities

  • Serve as a calendar manager to three senior leaders.
  • Creating and effectively managing complex meetings, grants, and conferences for leadership.
  • Managing leadership travel, including booking travel and submitting expense reports on their behalf.
  • Arranging travel and hotel accommodations for external executive visitors.
  • Collaborating on meeting strategies and presentations for high-level external visitor meetings.
  • Establishing and building relationships with internal executives and visiting executives from external institutions.
  • Reconciling monthly p-card transactions for executive level purchases.
  • Scheduling special meetings for leadership as requested.
  • Proactively facilitates and manages administrative functions, including but not limited to:
  • Supporting and coordinating area initiatives.
  • Assisting with complex research program participant, grant-funded travel, including booking airfare, hotel, and airport transportation for travelers with and without disabilities. Also, includes completing expense reports on participants’ behalf.
  • Assisting with leadership on-site meetings and conferences.
  • Assisting with the execution of VICTR departmental and employment engagement events.
  • Assisting with parking validations for on-site external visitors.
  • Serving as a member of VICTR’s Space Management program.
  • Submitting building maintenance tickets as requested.
  • Tracking expenses related to facility requests.
  • Working with external vendors on office furniture orders.
  • Managing monthly floor plans for department.
  • Acting as a liaison for the department’s Workforce Support program by answering inquiries, providing information, and addressing concerns.
  • Assisting with special projects as assigned.
  • Performs a variety of administrative support which may include, but not limited to, scheduling, booking travel and budget reconciliation.
  • Ensures data/records are created and maintained to document financial, planning, correspondence, procedures, processes and other information.
  • Compiles data, analyzes information and summarizes findings in support of an area.
  • Prepares reports and other documentation as requested.
  • The responsibilities listed are a general overview of the position and additional duties may be assigned.

FAQs

What is the work schedule for the Sr Administrative Assistant/Calendar Manager position?

This is a 40-hour/week, on-site position.

Where is the office located for this position?

The office is located at 2525 West End Ave. in Nashville, TN.

What is the pay range for this position?

The pay range for this position is $18.88 to $28.31 per hour, based on relevant work experience and organizational equity.

What are the key responsibilities of this role?

Key responsibilities include managing calendars for senior leaders, coordinating travel, organizing meetings and conferences, and performing various administrative functions.

What qualifications are required for this position?

A High School Diploma or GED and 4 years of relevant experience are required.

What skills are necessary for success in this role?

Necessary skills include excellent organizational, Microsoft Office, time-management, critical thinking, and interpersonal skills.

Is prior experience in healthcare or research organizations preferred for this position?

While the job description does not specify, relevant experience in healthcare or research environments can be beneficial.

What type of support will I be providing for the leadership team?

You will assist with calendar management, travel coordination, meeting organization, and various administrative functions for departmental leadership.

Are there opportunities for professional growth in this position?

Yes, Vanderbilt Health supports employee growth and values professional development within their workforce.

Does the position require working with external vendors?

Yes, part of the role involves interacting with external vendors, particularly for office furniture orders and other related tasks.

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Vanderbilt University Medical Center

Making Health Care Personal

Science & Healthcare
Industry
10,001+
Employees
1875
Founded Year

Mission & Purpose

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.