Lead Administrative Assistant - Medicine and Dermatology Clinics

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: Medicine PCC Admin Ops

Job Summary: Serves as a primary resource for daily operations and provides administrative and business support to complex area(s), independently. Serves as a liaison with internal/external groups.

Position Hours Monday - Friday

7:30am - 4:00pm

Position Summary The Lead Administrative Assistant serves as a key administrative and operational partner to senior leaders and the Chief Business Officer, providing high-level support to ensure the effective day-to-day operation of a complex healthcare department. This role acts as a central resource for leaders, faculty, staff, and external partners, coordinating administrative activities, managing priorities, and supporting strategic initiatives.

Responsibilities include calendar and meeting management, recruitment and onboarding support, project coordination, budget and reporting assistance, departmental communications, and maintaining confidential records. The ideal candidate is highly organized, proactive, and able to anticipate needs, manage competing priorities, and work independently in a fast-paced environment.

This position also plays an important role in identifying process improvements, standardizing workflows, and leveraging technology, automation, and AI tools to increase efficiency and reduce administrative burden. Strong analytical, organizational, and communication skills are essential, along with the ability to build effective relationships across multiple stakeholders.

This is primarily an onsite position supporting the Department of Dermatology and specified Medical Specialties across Vanderbilt’s Medical Arts Building and One Hundred Oaks locations, with occasional remote work opportunities based on business needs.

Key Responsibilities

• Performs key administrative functions which may include serving as representative of the organizational area.
• Proactively facilitates and manages administrative functions.
• Supports and coordinates area initiatives.
• Compiles data, analyzes information and summarizes findings in support of an area.
• Analyzes and prepares budgetary data.
• The responsibilities listed are a general overview of the position and additional duties may be assigned.

Technical Capabilities

• Clerical/Administrative (Advanced): 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.
• Financial Processes (Intermediate): Ability to monitor costs, expenses and revenue as well as the ability to manage those costs and expenses in relation to budgeted amounts.
• Ad Hoc Reporting (Intermediate): The ability to access information from databases and prepare reports.
• Analytical Skills (Novice): The process of identifying, evaluating, interpreting and organizing data. It includes sorting through data to identify patterns and establish relationships for decision making.
• Human Resources Policies and Procedures (Novice): 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 …