Sr. Administrative Assistant - On Site

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:

OTO AE - Admin

Job Summary:

In this pivotal Sr. Administrative Assistant role, you will provide high-level administrative support (with occasional guidance) to 8–9 providers. You will respond to customer needs by consulting with others as appropriate or by following established guidelines, and you will organize the daily operational workflow to ensure service priorities are met.
Key Duties/Tasks:
• Keep physicians on track and ensure they have what they need to do their jobs.
• Obtain documents, signatures, approvals, and needed information.
• Answer questions and resolve issues proactively before they escalate.
• Coordinate across physicians, leadership, HR, Medical Staff, credentialing, finance, IT, compliance, surgery schedulers, and other departments.
• Track and adapt to frequently changing deadlines and shifting priorities.
• Manage calendars and schedules, including frequent changes and conflicts.
• Maintain accurate records and information across multiple systems.
• Follow up persistently to ensure tasks are completed.
• Prepare reports and compile information for leadership requests.
• Support onboarding for new providers.
• Help maintain compliance with licenses, certifications, and required training.
• Locate information—even when it is difficult to find or unclear where it resides.
• Troubleshoot administrative issues and identify the right resource/owner to resolve them.
• Manage projects that may not have clear ownership.
• Keep work moving behind the scenes so physician operations and patient care are not disrupted.
A Lot of Our Time Is Spent Problem Solving
• A physician cannot access a system or their calendar is not working correctly.
• A PTA request is incorrect.
• A physician or supervisor needs information immediately.
• A provider onboarding process is stalled.
• A document is missing.
• A scheduling conflict arises.
• A licensing issue is identified.
• A department needs information that no one can locate.
Why People Come to Us
• We usually know who to call.
• We know where to find information.
• We understand how the processes work.
• We know what exceptions exist.
• We know who can authorize solutions.
Who We Work With
• Physicians
• Department leadership
• Human Resources
• Medical Staff
• Credentialing
• Finance
• Information Technology
• Surgery schedulers
• Compliance
• Many other departments making requests
The Reality of the Day
• You may start the day planning to complete reports, update records, or process applications.
• Then a physician has an urgent issue.
• Leadership needs information.
• A PTA problem requires immediate attention.
• A compliance concern arises.
• A meeting gets rescheduled.
What We Are Constantly Evaluating
• What must be done now.
• What can wait.
• What impacts physicians.
• What impacts compliance.
• What impacts leadership decisions.
Maintaining Accurate Information
• Compare information between databases.
• Verify physician details.
• Correct discrepancies.
• Ensure documents match system records.
• Maintain data integrity.
• Research conflicting information.
Following Things Through
• Send reminders.
• Track responses.
• Escalate issues when needed.
• Document communication.
• Follow tasks through completion.
• Monitor progress across multiple stakeholders.
REQUIRED:
• HSD or GED
• 2 Years of relevant experience
• Ability to multi-task & thrive in a fast-paced environment
Work Location/Schedule: On-site at One Hundred Oaks (719 Thompson Ln., Nashville, TN), Monday–Friday, traditional daytime business hours.

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DEPARTMENT SUMMARY:

At the Vanderbilt Department of Otolaryngology–Head and Neck Surgery, we are committed to providing and innovating treatments for the most complex diseases of the head and neck!

Our providers are nationally recognized leaders in their field, and our teaching methodology seeks to avoid traditional lectures, putting emphasis, instead, on the flipped classroom. We are proud of our large cohort of residents (26) and our six fellowship training programs (9 fellows). Our decade-old Residency Leadership Training program has been noted in several high impact journals. Our culture for training is one of "family," with easy accessibility to our stellar faculty and excellent camaraderie among us all. For more information, please visit  https://www.vumc.org/ent/welcome.

KEY RESPONSIBILITIES • Performs a variety of administrative support which may include scheduling, booking travel, expense processing and purchasing. • Compiles, coordinate and assist in the collection, processing and submission of data. • Prepares reports and other documentation as requested by area. • Creates and maintains accurate documents and records. • The responsibilities listed are a general overview of the position and additional duties may be assigned. TECHNICAL CAPABILITIES • Calendar Maintenance (Novice): The ability to prioritize and maintain a calendar or calendars of scheduled meetings or events. Able to accurately change or update a calendar with no scheduling conflicts. • Document Management (Novice): The use of a computer system and software to store, manage and track electronic documents and electronic images of paper based information captured through the use of a document scanner. • Financial Processes (Fundamental Awareness): 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 (Novice): 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. • Data Verification (Novice): The ability to verify data in an accurate manner. • Human Resources Policies and Procedures (Fundamental Awareness): 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: Performs tasks that are typically routine that may impact team's performance with occasional guidance. * Problem Solving/ Complexity of work: Utilizes some discretion and research to solve routine problems. * Breadth of Knowledge: Applies knowledge of standards, established processes and procedure that apply to your own job. * Team Interaction: Provides guidance to entry level co-workers.

Core Capabilities :

Supporting Colleagues : 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: - 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 in a timely manner. - Offers Meaningful Advice and Support: Listens carefully to understand the issues and provides accurate information and support. Ensuring High Quality: - Performs Excellent Work: Checks work quality before delivery and asks relevant questions to meet quality standards. - 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 : - 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 : - 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 changes by keeping an open mind to changing plans and incorporates change instructions into own area of work.

Position Qualifications:

Responsibilities:

Certifications:

Work Experience:

Relevant Work Experience

Experience Level:

2 years

Education:

High School Diploma or GED

This role offers the opportunity to make a meaningful impact within Vanderbilt Health, supported by a comprehensive benefits package which may include health, disability, retirement and/or wellness offerings to enhance your well-being and professional growth.

Vanderbilt Health is committed to fostering an environment where everyone has the chance to thrive and is committed to the principles of equal opportunity.  EOE/Vets/Disabled.