Executive Secretary
Vanderbilt University - Nashville, TN

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Key Functions and Expected Performances:
The primary purpose of this position is to provide support for the senior faculty holding academic as well as administrative appointments at Vanderbilt University School of Medicine. The successful applicant will perform a variety of tasks in order to allow the leadership of the Office for Biomedical Research Education and Training to perform their tasks efficiently and effectively. The position includes, but is not restricted to:

Perform responsible and complex secretarial duties, which may include:

From general direction, prepare agendas, memos, correspondence, presentations and lecture materials

Attend meetings to record, prepare and distribute minutes

Coordinate complicated meeting schedules and calendars, including travel arrangements

Screen and handle incoming telephone calls

Process and appropriately distribute mail

Provide support for activities on committees and/or professional affiliations

Screen and handle minor issues

Maintain complex filing system

Perform office administration duties, which may include:
Coordinate all phases of faculty travel while interacting with educational and governmental entities

Coordinate with the work flow throughout the department/division/unit

Recommend standards and/or improvements for department files, office policies, procedures and practices

Develop familiarity with federal and department policies and procedures

Conduct research assignments, compile data and summarize results to provide supervisor with information needed to make decisions

Participate in Project and Special Events management by showing end results of project/event, project/event evaluation, and appropriate recommendations:

Ensure that data and records will be created and maintained (per department and University guidelines) to document financial, planning, correspondence, procedures, processes and other information necessary to reflect project activities.

Prepare and distribute reports setting forth progress for executive level review

Develop competency and familiarity with computer-based information systems in support of project activities

Plan and schedule work priorities in accordance with project/project goals, objectives, and deadlines.

Resolve problems and answer inquiries concerning project activities.

Conduct research, compile and analyze information in support of project activities by using generally defined professional principles and practices

These duties require outstanding interpersonal skills, attention to detail, exceptional verbal and written communication skills, and flexibility. The ability to be discreet and handle confidential information is essential. The ability to follow-through with all communications is essential. Ability to take on the occasional new task to help the BRET staff is essential.

Additional Information:
This is a full-time position.

Salary is dependent upon years of education and experience.

Background screens will be performed and education will be verified prior to employment. Please be prepared to provide required information and/or documentation.

Vanderbilt is a smoke-free workplace in compliance with the Non-Smoker Protection Act, Tennessee Code Annotated 39-17-1801-1810. In accordance with that law and Vanderbilt policy, smoking is prohibited in all buildings on Vanderbilt property and on the grounds of the campus with the exception of designated outdoor smoking areas.

Vanderbilt is an equal opportunity, affirmative action employer

Basic Qualifications

Job requires High school graduate or GED and 5 years of experience or the equivalent.

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Located in Nashville, Tenn., and operating at a global crossroads of teaching, discovery and patient care,Vanderbilt University and Medical...