Lead Administrative Assistant, Pediatric Endocrinology

Pediatric Endocrinology 104580
 Nashville, TN


This position’s primary responsibilities are to insure the efficient, accurate and timely completion of tasks and projects requested by the administrative staff. The position requires a solid working knowledge of administrative and financial systems within the Monroe Carell Jr. Children’s Hospital at Vanderbilt, the VanderbiltUniversityMedicalCenter and Vanderbilt University School of Medicine. This position is responsible for handling personnel and confidential information where the highest standard of confidentiality is expected at all times. As an employee at Vanderbilt, this position is required to exemplify the Credo attributes daily.

The position will need:

  • Ability to multi-task, prioritize and function independently.
  • Excellent organizational skills, effective communication, professional, dependable and energetic.
  • Organize flow of daily operations of division to ensure service priorities are met.

Department/Unit Summary:

The Ian M. Burr Division of Pediatric Endocrinology and Diabetes at Children's Hospital is nationally recognized for our expertise, experience and research in hormone-related disorders in children. We evaluate and treat a wide range of disorders, including those of the adrenal gland, bone and calcium, growth, the pituitary gland, hypoglycemia, puberty and thyroid disease and certain genetic disorders.

Position Shift:

  • Full Time/Non-Exempt Position

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· 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.

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· American Association for the Advancement of Science: The School of Medicine has 112 elected fellows

· Magnet Recognition Program: Received our third consecutive Magnet designations.

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  • Provide administrative leadership and direct services for development of multiple projects, timelines, evaluation and follow-up ranging from clinic operations, education, academic, etc.
  • Adopts policies and procedures for daily business use. Implements new systems to facilitate the daily business, as needed, includes website maintenance, etc.
  • Works directly with faculty to meet their needs regarding travel, CME, scheduling, orientation and recruitment. Coordinates meetings across multiple departments and organizations, taking of minutes and disseminating information to attendees. On boards new providers by tracking – credentialing, office needs, moving, new provider checklist. Provide financial management support with journal entries and budget preparation. Initiates purchases and reimbursements for division.
  • Liaison with multiple areas outside of department including Procurement, IT, Contracts and Grants Office.
  • Assist in preparing and assembling grant proposals/contracts in compliance with sponsor (federal and non-federal) and University guidelines and deadlines.
  • Manages and provides oversight for time reporting. Supervise staff. Coordinates divisional onboarding, termination/departures, and Visa paperwork, as needed.

Position Characteristics: This position requires a well-organized and accurate individual that enjoys completing tasks and can multi-task. This person must possess judgment in determining the priority and urgency of tasks assigned. There is extensive contact with the entire Department of Pediatrics Faculty and Staff, MCJCHV community, and VUMC as a whole. It is essential they possess a pleasant and profession disposition and manner and are flexible to urgent requests and unforeseen circumstances.

**Job Requirements**

High School Diploma or GED (or equivalent experience) and 5 years relevant experience

  • Physical Requirements/Strengths needed & Physical Demands:
    • Sedentary category requiring exertion up to 10 lbs. of force occasionally and uses negligible amounts of force to move objects. Sedentary work involves sitting most of the time.
    • Occasional: Standing: Remaining on one's feet without moving.
    • Occasional: Walking: Moving about on foot.
    • Occasional: Lifting under 35 lbs: Raising and lowering objects under 35 lbs from one level to another
    • Occasional: Carrying under 35 lbs: Transporting an object holding in hands, arms or shoulders, with help of coworkers or assistive device.
    • Occasional: Push/Pull: Exerting force to move objects away from or toward.
    • Occasional: Reaching above shoulders: Extending arms in any direction above shoulders.
    • Frequent: Sitting: Remaining in seated position
    • Frequent: Reaching below shoulders: Extending arms in any direction below shoulders.
    • Frequent: Fingering: Picking, pinching, gripping, working primarily with fingers requiring fine manipulation.
    • Frequent: Bimanual Dexterity: Requiring the use of both hands.
    • Continuous: Communication: Expressing or exchanging written/verbal/electronic information.
    • Continuous: Auditory: Perceiving the variances of sounds, tones and pitches and able to focus on single source of auditory information
    • Continuous: Vision: Clarity of near vision at 20 inches or less and far vision at 20 feet or more with depth perception, peripheral vision, color vision.
    • Continuous: Smell: Ability to detect and identify odors.
    Environmental Conditions
    • Occasional: Chemicals and Gasses: Medications, cleaning chemicals, oxygen, other medical gases used in work area.