Lead Administrative Assistant - Ingram Cancer Center - Vanderbilt University Medical Center
Nashville, TN
About the Job
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 diverse 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. Vanderbilt Health recognizes that diversity is essential for excellence and innovation. We are committed to an inclusive environment where everyone has the chance to thrive and 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.
Organization:
Cancer PCC Admin
Job Summary:
Serves as a primary resource for daily operations and provides administrative and business support to complex area(s), independently. Serves as a liaison with internal/external groups.
.
The VUMC Ingram Cancer Center is in need of a Lead Administrative Assistant to join the team!
Shift:
Monday – Friday, Day Shift
Department Summary:
At the Vanderbilt-Ingram Cancer Center, we combine advanced research, technology and techniques with personalized, compassionate care. And as part of a large comprehensive medical center, we work closely with others not only to treat cancer effectively but take care of all healthcare needs as one team.
Key Responsibilities:
- Performs key administrative functions which may include serving as representative of the organizational area. Proactively facilitates and manages administrative functions. Administrative functions include, but are not limited to:
+ REDCap: basic survey building, QR code distribution, exporting data
+ Tableau: managing list of key tableaus for the PCC leadership team; exporting and/or snipping key information for presentations
+ Kronos: basic functionality, pay codes, reconciliation of compensation discrepancies, historical edits
+ Equipment ordering (computers, phones, keyboards, headsets, virtual pagers, furniture, cameras, call lights)
+ PCC listserv management: Adding new PCC employees to the listserv
- Performs key functions within Workday. Functions include, but are not limited to:
+ Pcard expense reports
+ Personnel file maintenance
+ Creation of Purchase Orders
+ Journal adjustments/ledger detail report
+ Troubleshooting invoices and POs
+ Locating supply requisitions
+ Payroll adjustments
- Supports Advanced Practice Provider population reporting through the PCC. Support includes, but is not limited to:
+ Faculty to staff transitions (job code changes, compensation adjustments, coordinate with Hem/Onc for appointment letters)
+ Incentive plan tracking, payments in Workday, email notifications
+ Billing applications
+ Credentialing applications
+ Maternity leave questions and guidance
+ FMLA instructions and links to apply in Workday
+ Recruiting interviews and onsite visits
+ Offer letters to new hires
+ Personnel file maintenance
+ Termination and new requisition guidance and tracking
+ Calendaring for large meetings and external consultations
+ Maintaining electronic devices (computers, laptops, pagers, cell phones)
+ Additional payments (shift pay and incentive payments)
+ Lab coats: ordering and cleaning
- Supports and coordinates area initiatives. Initiatives include, but are not limited to:
+ Staff lunches, leadership meetings, leadership retreats, holiday parties, birthdays, employee events, employee appreciation weeks
+ The responsibilities listed are not comprehensive and additional duties may be assigned.
Technical Capabilities:
+ Financial Processes (Intermediate): Ability to monitor costs, expenses and revenue as well as the ability to manage those costs and expenses in relation to budgeted amounts.
+ Clerical/Administrative (Advanced): 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.
+ Analytical Skills (Novice): The process of identifying, evaluating, interpreting and organizing data. It includes sorting through data to identify patterns and establish relationships for decision making.
+ Human Resources Policies and Procedures (Novice): Knowledge, adherence and application of human resources policies and procedures.
Our professional administrative functions include critical supporting roles in information technology and informatics, finance, administration, legal and community affairs, human resources, communications and marketing, development, facilities, and many more.
At our growing health system, we support each other and encourage excellence among all who are part of our workforce. High-achieving employees stay at Vanderbilt Health for professional growth, appreciation of benefits, and a sense of community and purpose.
Core Accountabilities:
* Organizational Impact: Independently performs non-routine tasks that significantly impact team and other related teams.* Problem Solving/ Complexity of work: Gathers and analyzes data to solve problems that arise with little or no precendent.* Breadth of Knowledge: Applies advanced job knowledge and has developed a breadth of skills in other areas. * Team Interaction: Serves as a lead for the team by providing expertise and guidance to team members.
Core Capabilities :
Supporting Colleagues: - Develops Self and Others: Invests time, energy, and enthusiasm in developing self/others to help improve performance e 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. Fostering Innovation: - 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.
Position Qualifications:
Responsibilities:
Certifications:
Work Experience:
Relevant Work Experience
Experience Level:
5 years
Education:
High School Diploma or GED
Vanderbilt Health recognizes that diversity is essential for excellence and innovation. We are committed to an inclusive environment where everyone has the chance to thrive and to the principles of equal opportunity and affirmative action. EOE/AA/Women/Minority/Vets/Disabled
Organization:
Cancer PCC Admin
Job Summary:
Serves as a primary resource for daily operations and provides administrative and business support to complex area(s), independently. Serves as a liaison with internal/external groups.
.
The VUMC Ingram Cancer Center is in need of a Lead Administrative Assistant to join the team!
Shift:
Monday – Friday, Day Shift
Department Summary:
At the Vanderbilt-Ingram Cancer Center, we combine advanced research, technology and techniques with personalized, compassionate care. And as part of a large comprehensive medical center, we work closely with others not only to treat cancer effectively but take care of all healthcare needs as one team.
Key Responsibilities:
- Performs key administrative functions which may include serving as representative of the organizational area. Proactively facilitates and manages administrative functions. Administrative functions include, but are not limited to:
+ REDCap: basic survey building, QR code distribution, exporting data
+ Tableau: managing list of key tableaus for the PCC leadership team; exporting and/or snipping key information for presentations
+ Kronos: basic functionality, pay codes, reconciliation of compensation discrepancies, historical edits
+ Equipment ordering (computers, phones, keyboards, headsets, virtual pagers, furniture, cameras, call lights)
+ PCC listserv management: Adding new PCC employees to the listserv
- Performs key functions within Workday. Functions include, but are not limited to:
+ Pcard expense reports
+ Personnel file maintenance
+ Creation of Purchase Orders
+ Journal adjustments/ledger detail report
+ Troubleshooting invoices and POs
+ Locating supply requisitions
+ Payroll adjustments
- Supports Advanced Practice Provider population reporting through the PCC. Support includes, but is not limited to:
+ Faculty to staff transitions (job code changes, compensation adjustments, coordinate with Hem/Onc for appointment letters)
+ Incentive plan tracking, payments in Workday, email notifications
+ Billing applications
+ Credentialing applications
+ Maternity leave questions and guidance
+ FMLA instructions and links to apply in Workday
+ Recruiting interviews and onsite visits
+ Offer letters to new hires
+ Personnel file maintenance
+ Termination and new requisition guidance and tracking
+ Calendaring for large meetings and external consultations
+ Maintaining electronic devices (computers, laptops, pagers, cell phones)
+ Additional payments (shift pay and incentive payments)
+ Lab coats: ordering and cleaning
- Supports and coordinates area initiatives. Initiatives include, but are not limited to:
+ Staff lunches, leadership meetings, leadership retreats, holiday parties, birthdays, employee events, employee appreciation weeks
+ The responsibilities listed are not comprehensive and additional duties may be assigned.
Technical Capabilities:
+ Financial Processes (Intermediate): Ability to monitor costs, expenses and revenue as well as the ability to manage those costs and expenses in relation to budgeted amounts.
+ Clerical/Administrative (Advanced): 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.
+ Analytical Skills (Novice): The process of identifying, evaluating, interpreting and organizing data. It includes sorting through data to identify patterns and establish relationships for decision making.
+ Human Resources Policies and Procedures (Novice): Knowledge, adherence and application of human resources policies and procedures.
Our professional administrative functions include critical supporting roles in information technology and informatics, finance, administration, legal and community affairs, human resources, communications and marketing, development, facilities, and many more.
At our growing health system, we support each other and encourage excellence among all who are part of our workforce. High-achieving employees stay at Vanderbilt Health for professional growth, appreciation of benefits, and a sense of community and purpose.
Core Accountabilities:
* Organizational Impact: Independently performs non-routine tasks that significantly impact team and other related teams.* Problem Solving/ Complexity of work: Gathers and analyzes data to solve problems that arise with little or no precendent.* Breadth of Knowledge: Applies advanced job knowledge and has developed a breadth of skills in other areas. * Team Interaction: Serves as a lead for the team by providing expertise and guidance to team members.
Core Capabilities :
Supporting Colleagues: - Develops Self and Others: Invests time, energy, and enthusiasm in developing self/others to help improve performance e 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. Fostering Innovation: - 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.
Position Qualifications:
Responsibilities:
Certifications:
Work Experience:
Relevant Work Experience
Experience Level:
5 years
Education:
High School Diploma or GED
Vanderbilt Health recognizes that diversity is essential for excellence and innovation. We are committed to an inclusive environment where everyone has the chance to thrive and to the principles of equal opportunity and affirmative action. EOE/AA/Women/Minority/Vets/Disabled
Source : Vanderbilt University Medical Center