Job Description

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. Vanderbilt Health is committed to an environment where everyone has the chance to thrive and where your uniqueness 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:

Physical Therapy
Assists the nursing staff and physicians with processing and implementing orders care for various patients within the facility. Reports directly to the charge nurse and Clinical Director of the unit. This position works in conjunction with other members of nursing service, ancillary services, physicians, patients, and families. It collaborates with various members of the healthcare team to ensure quality of care across the continuum. Requires the ability to be self-directed and quality focused. Interpersonal communication skills are a necessary function of this position.

Shift
Monday-Friday; 8am-4:30pmKEY RESPONSIBILITIES
• Oversee all aspects of general office coordination
• Maintain office calendar to coordinate work flow and meetings
• Maintain confidentiality in all aspects of client, staff, and agency information
• Interact with clients, vendors, and visitors
• Answer telephones and transfer to appropriate staff member
• Open, sort, and distribute incoming correspondence, including faxes and email
• Sign for and distribute UPS/FedEx or similarly delivered packages
• Perform general clerical duties to include, but not limited to, bookkeeping, copying, faxing, mailing and filing
• File and retrieve organizational documents, records, and reports
• Coordinate and maintain records for staff, office space, telephones, parking, company debit cards, and office keys
• Create and modify documents such as invoices, reports, memos, letters and financial statements using word processing, spreadsheet, database and/or other presentation software such as Microsoft Office, QuickBooks or other programs
• Set up and coordinate meetings and conferences
• Prepare agendas and make arrangements for committee, Board or other meetings
• Attend Board, committee meetings or other meetings as requested in order to record minutes. Compile, transcribe and distribute minutes of meetings as requested
• Collect and maintain inventory of office equipment and supplies
• Research, price, and purchase office furniture, equipment and supplies
• Arrange for the repair and maintenance of office equipment
• Support staff in assigned project-based work
• Assists in special events, such as fundraising activities and the annual meeting
• Other duties as assigned by the Director
TECHNICAL CAPABILITIES
• 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.
• 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.
• 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.
• Data Verification (Novice): The ability to verify data in an accurate manner.
• 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.
• 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:

Less than 1 year

Education:

High School Diploma or GED

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.