The Vanderbilt Memory and Alzheimer's Center seeks qualified applicants for a Lead Administrative Assistant.
The Administrative Assistant will serve as the initial point of contact, including acting as a primary resource for the day-to-day operations of the Vanderbilt Memory and Alzheimer's Center, an interdisciplinary program with more than 50 team members and a $10M+ annual operating budget. The Administrative Assistant will also support scheduling and administrative needs for the Center Director.
The ideal candidate has academic administrative assistant experience, including experience with calendar management. Proficiency in all Microsoft applications, including Word, Excel, Outlook, and PowerPoint, is expected. The ideal candidate should have excellent organizational, time management, and interpersonal skills; self-discipline; exceptional attention to detail; be able to master responsibilities quickly and independently while working collaboratively as part of an interdisciplinary team in a fast-paced environment; and understand the challenges of working in a fast paced and growing Center.
The Department of Neurology boasts a strong research portfolio across its subspecialties. Faculty members are regular contributors to scientific journals and receive generous funding from public, private, and government institutions. Grants and contracts are growing, and faculty members are focused on recruiting and supporting clinical and translational research programs focused on precision in diagnosis and treatment. These research activities provide patients with hosts of opportunities to participate in clinical trials and other investigations aimed at improving quality of life and ultimately changing the course of neurological disease. Total sponsored research in the department has doubled since 2016, and there has been a three-fold increase in clinical trials in recent years.
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Because we are committed to providing the best in patient care, education and research, we are proud of our recent accomplishments:
US News & World Report: #1 Adult Hospital in Tennessee and metropolitan Nashville, named to the Best Hospitals Honor Roll of the top 20 adult hospitals, 10 nationally ranked adult specialty programs, with 3 specialties rated in the top 10 nationally, Monroe Carell Jr. Children's Hospital at Vanderbilt named as one of the Best Children's Hospital in the nation, with 10 out of 10 pediatric specialties nationally ranked.
Healthcare's Most Wired: Among the nation's 100 "most-wired" hospitals and health systems for its efforts in innovative medical technology.
Becker's Hospital Review: named as one of the "100 Great Hospitals in America", in the roster of 100 Hospitals and Health Systems with Great Oncology Programs and to its list of the 100 Hospitals with Great Heart Programs.
The Leapfrog Group: One of only 10 children's hospitals in the to be named at Leapfrog Top Hospital.
American Association for the Advancement of Science: The School of Medicine has 112 elected fellows
Magnet Recognition Program: Received our third consecutive Magnet designations.
National Academy of Medicine: 22 members, elected by their peers in recognition of outstanding achievement
Human Rights Campaign Healthcare Equality Index: 6 th year in a row that Vanderbilt University Medical Center was a Leader in LGBTQ Healthcare Equality.
Maintain full oversight and serve as point of contact for Center space and facilities needs, including serving as a liaison with the Center's building management team; communicating any service interruptions to Center faculty, staff, and trainees; reporting issues with facilities maintenance and submitting service tickets for repairs; managing capital equipment inventory; coordinating facility and space reservations; coordinating staff and faculty relocations; and distributing and maintaining faculty/staff/trainee facility building access codes.
Independently complete advanced administrative activities, including but not limited to document preparation and maintenance; faxing; photocopying; word processing; emailing; sorting and distributing mail and packages.
Coordinate and schedule faculty and staff meetings across participants from more than a dozen departments, institutes, and centers.
Assist with tracking staff and trainee leave time. Interact with departmental administration regarding personnel matters.
With minimal supervision, monitor Center expenses, maintain appropriate paperwork and documentation for purchases, reconcile discrepancies, and serve as a key resource for all team members on purchasing and reimbursement procedures.
Coordinate fellow and faculty recruitment activities, including scheduling onsite interviews, booking applicant travel and accommodations, developing interview itineraries, serving as the primary point of contact for all visitors, and processing visitor reimbursement paperwork.
Serve as custodian of Center procurement Card and Travel and Entertainment card. Procure all Center supplies and track/reconcile all P-Card charges for entire Center
Independently manage the Center's guest lecture series for internationally recognized scientists in Alzheimer's disease and related dementias, including scheduling visitors, booking guest travel and accommodations, developing guest itineraries, completing space and facility reservations, securing appropriate approvals for continuing medical education credits for lectures, advertising lectures, coordinating catering needs, serving as the primary point of contact for all visitors, and processing visitor reimbursement and honorarium paperwork.
Support Center human resource and personnel needs, including coordinating recruitment visits and interviews and completing new team member onboarding with a detailed knowledge of human resource, departmental, and Center policies and procedures.
Maintain and update Center faculty and staff phone list, trainee workspace assignments, computer and laptop inventory, software inventory, audiovisual inventory, and door access codes.
Responsible for issuing, ordering, and tracking keys for Center.
Manage faculty calendars using Outlook; prepare extensive travel arrangements and associated reimbursements for faculty several times each month; and maintain supply inventory.
Book travel for all Center guests, including keynote speakers, guest series lecturers, collaborators, fellow recruits, staff recruits, and research participants who have relocated to other parts of the country.
Vanderbilt University Medical Center is home to Vanderbilt University Hospital, The Monroe Carell Jr. Children’s Hospital at Vanderbilt, the Vanderbilt Psychiatric Hospital and the Vanderbilt Stallworth Rehabilitation Hospital. These hospitals experienced more than 61,000 inpatient admissions during fiscal year 2015. Vanderbilt’s adult and pediatric clinics treated nearly 2 million patients during this same period. Vanderbilt University Hospital and the Monroe Carell Jr. Children’s Hospital at Vanderbilt are recognized again this year by U.S. News & World Report’s Best Hospitals as among the nation’s best with 18 nationally ranked specialties. Vanderbilt University Medical Center is world renowned because of the innovation, work ethic and collegiality of its employees. From our health care advances to our compassionate care, Vanderbilt owes its accomplishments and reputation to staff and faculty who bring skill and drive and innovation to the medical center day after day. World-leading academic departments and comprehensive centers of excellence pursue scientific discoveries and transformational educational and clinical advances across the entire spectrum of health and disease.As t...he largest employer in middle Tennessee, we welcome those who are interested in ongoing development in a caring, culturally sensitive and professional atmosphere. Most of us spend so much of our lives at work, we want to be part of maintaining a workplace in which people support one another and encourage reaching for excellence. Many high-achieving employees stay at Vanderbilt because of the professional growth they experience and because of their appreciation of Vanderbilt’s benefits, public events and discussions, athletic opportunities, beautiful setting and, above all, sense of community and purpose.Vanderbilt and its employees share a set of mutual expectations that have been created with productivity, legality, fairness and safety always in mind. We believe that our investment in training and compensating employees multiplies in value when we enable individuals to deliver their best performance for the benefit of us all.