Senior Administrative Assistant - HYBRID

Discover Vanderbilt Health : With eight hospitals and over 180 clinics, we are the region’s largest comprehensive academic health system. Vanderbilt Health has a long tradition of providing world-class care to the people of the Mid-South, living out our mission of moving medicine forward through preeminent programs in patient care, education and research. Here you’ll find a spirit of collaboration and a supportive community where your expertise is valued, your knowledge expanded and your uniqueness celebrated. We are committed to fostering an environment where talented, compassionate people are united in bringing the most advanced care to our neighbors throughout the region.

Organization:

Physical Medicine & Rehab Dept

Job Summary:

• Position Summary
• In your pivotal role as Sr. Administrative Assistant, you will provide high-level administrative support to multiple faculty members and departmental leaders while also supporting the department broadly. You will coordinate complex scheduling, manage faculty administrative needs (including expense support), support departmental processes such as onboarding, and provide cross-coverage for other administrative staff. You are the ideal candidate if you are a proactive problem-solver who takes initiative, demonstrates strong judgment, and consistently delivers accurate, detail-oriented work.

• Key Relationships / Scope of Support
• Primary support for approximately 4–5 faculty members and departmental leaders (with flexibility to support additional leaders as needs evolve)
• Department-wide support as assigned (e.g., faculty expense report assistance)
• Backup/cross-coverage support for other Administrative Assistants during absences and peak workload periods

• Essential Functions & Tasks
• Executive / Faculty Administrative Support
• Provide day-to-day administrative support to assigned faculty and leaders, anticipating needs and responding with appropriate urgency and discretion
• Serve as a key point of contact for faculty administrative matters, prioritizing requests and coordinating solutions across stakeholders
• Draft, edit, and format correspondence and other documents as needed

• Complex Scheduling & Calendar Management
• Manage and coordinate complex calendars and scheduling needs for supported leaders and faculty (e.g., multi-party, cross-department, high-priority scheduling)
• Arrange meetings with internal and external participants, ensuring logistics are confirmed (time zones, locations/virtual links, agendas, materials, and follow-ups)
• Proactively identify scheduling conflicts and propose solutions and alternatives

• Departmental Operations & Process Support
• Support departmental processes and administrative workflows, including assisting with onboarding tasks and other operational activities
• Help coordinate departmental tasks, deadlines, and process steps to ensure smooth execution and timely completion
• Identify opportunities to improve administrative efficiency and implement changes within scope of role

• Expense and Financial Administrative Support
• Assist faculty with expense reporting and related documentation in accordance with institutional/department policies
• Track needed receipts, approvals, and supporting documentation; follow up to ensure submissions are complete, accurate, and timely
• Communicate clearly with faculty and departmental partners regarding expense status and requirements

• Problem Solving & Independent Action
• Evaluate situations, determine what is needed, and take initiative to resolve issues—escalating appropriately when necessary
• Use sound judgment when managing competing priorities, confidential information, and time-sensitive requests
• Maintain strong attention to detail to prevent errors and ensure work products are accurate and complete

• Cross-Coverage / Team Support
• Provide coverage for other Administrative Assistants as part of standard cross-coverage expectations
• Share knowledge, maintain coverage documentation, and ensure continuity of service when team members are out
• Collaborate with administrative colleagues to distribute workload and support departmental needs

• Required Qualifications
• High school diploma or GED required; associate or bachelor’s degree preferred
• 2+ years of administrative support experience (faculty/executive support strongly preferred)
• Demonstrated experience with complex scheduling and calendar coordination
• Proficiency in common office software (e.g., Outlook, Word, Excel, Teams/Zoom) and ability to learn new systems quickly
• Strong written and verbal communication skills
• Proven ability to manage multiple priorities with accuracy and professionalism

• Preferred Qualifications
• Experience in an academic, clinical, or healthcare department environment
• Experience with expense reporting systems and finance/expense documentation workflows
• Experience supporting multiple leaders simultaneously in a fast-paced setting

• Work Schedule
• Monday–Friday, traditional daytime business hours.

• Work Model / Location
• Hybrid (remote/on-site) work model.
• On-site work will be performed at one or both of the following locations, based on department needs:
• Vanderbilt Stallworth Rehabilitation Hospital, Children’s Way
• Osher Center for Integrative Health, West End Ave.

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DEPARTMENT SUMMARY :

The Department of Physical Medicine and Rehabilitation (PM&R) at Vanderbilt University School of Medicine was established on April 1, 2012. Since that time, it has grown significantly, and PM&R has become an integral specialty at the Vanderbilt University Medical Center (VUMC). Our goal is simple: to be the top PM&R program. To accomplish this goal, we are building an exceptional team that will provide our patients with world-renowned care, while simultaneously empowering our students and faculty to conduct outstanding research and be thought leaders in the field. We are actively recruiting outstanding faculty, developing clinical centers of excellence, creating innovative graduate and post-graduate educational programs, building research capacity and establishing a clinical and translational research agenda. Vanderbilt University is a recognized and respected leader in education, research and patient care. I am thrilled to have the opportunity to build a new department in such a rich academic environment. I look forward to collaborating with professional colleagues and advocates interested in the advancement of PM&R. For additional information, please visit https://www.vumc.org/pmr/welcome-physical-medicine-and-rehabilitation .

• KEY RESPONSIBILITIES
• •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.

• TECHNICAL CAPABILITIES
• •Human Resources Policies and Procedures (Fundamental Awareness): Knowledge, adherence and application of human resources policies and procedures.
• •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.
• •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, Receptioni