Geriatric Administrative Assistant – Vanderbilt University Medical Center – Nashville, TN

Geriatric Administrative Assistant

JOB SUMMARY:
In your priviotal rewarding role as Geriatric Administrative Assistant, you will provide administrative support of an area’s activities with occasional guidance. You also will respond to customer needs by consulting with others as appropriate or by following established guidelines, and you will organize flow of daily operations to ensure service priorities are met. Additionally, you will provide research and administrative support to the Division of Geriatric Medicine

DEPARTMENT SUMMARY:

The Division of Geriatric Medicine at Vanderbilt is dedicated to promoting healthy aging through patient care, medical education, and research. As your body ages, your health care needs change. It’s important to work with a physician who has special training in keeping older adults healthy. However, Geriatric Medicine is not just for the frail and elderly. In fact, our doctors specialize in helping active “middle-aged adults” transition gracefully into their 60’s and keeping you healthy throughout your senior years.

Mission and Vision

Our mission is to provide innovative and exceptional geriatric clinical care to residents of Middle Tennessee and surrounding areas; support innovative research in basic and translational aspects of aging biology; establish approaches to maintain the health of older individuals in a manner that can be disseminated to other healthcare providers, and provide outstanding training in geriatric medicine for medical students, residents, fellows, and other health professionals.

We believe there is a pressing need to reinvent how we care for older adults and to address the training of our health professionals today in order to help shape tomorrow, and we want to be at the forefront of these changes.

View how Vanderbilt Health employees celebrate the difference they make every day:

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 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. It is a place 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.

VUMC Recent Accomplishments

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: 6th year in a row that Vanderbilt University Medical Center was a Leader in LGBTQ Healthcare Equality.

KEY RESPONSIBILITIES:

• Provide customer service and administrative support for the front desk Belcourt Avenue location
• Maintain space, calendar, and email for the Division meeting rooms.
• Provide general office support with mail, ordering supplies, and organizing shared spaces
• Assist assigned faculty with coordinating various research and other meetings.
• Providing general administrative support to faculty which may include scheduling meetings, organizing travel, ordering of supplies and equipment, data entry, copying, filing, etc.
• Performing searches for publications as needed.
• Assisting with design and layout for research materials.
• May assist with formatting of CVs, bio-sketches and proofreading of papers and publications.
• May also assist with editing/typing manuscripts according to accepted practices.
• Other duties as assigned.

TECHNICAL CAPABILITIES:

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.

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.

DATA VERIFICATION (NOVICE):– The ability to verify data in an accurate manner.

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.

HUMAN RESOURCES POLICIES AND PROCEDURES (FUNDAMENTAL AWARENESS):– Knowledge, adherence and application of human resources policies and procedures.

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 tosupervisors 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.
• Ensures Continuous Improvement: Shows eagerness to learn new knowledge, technologies, tools or systems and displays willingness to go above and beyond.
• 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 change by keeping an open mind to changing plans and incorporates change instructions into own area of work.