Job: Administrative and Clerical Support
Primary Location: TN-Nashville-Preston Cancer Research Building
Organization: Radiation Oncology 104675
Administrative Assistant (Radiation Oncology)
The ideal candidate will join the team of administrative assistants in the Department of Radiation Oncology at Vanderbilt University Medical Center. As an Administrative Assistant in the Department, you will provide administrative support to key faculty and staff in the Department, with guidance and mentorship. Become exposed to modern healthcare in the growing city of Nashville. Excellent opportunity for college graduates with aspirations towards medical or research careers.
- Provides administrative support to radiation oncology faculty of the Department of Radiation Oncology.
- Handles telephone calls in a professional, courteous speaking manner; determines nature of all calls and initiates appropriate disposition Exercises independent judgment and initiative when responding to routine internal and external inquires, orally or in writing as assigned.
- Maintains faculty calendars and away time accurately with particular attention to physician away coverage and preventing scheduling conflicts.
- Ensures physicians schedules (templates) for patient visits are accurate. Prepares a weekly scheduling audit of each provider’s schedule to avoid conflicts.
- Makes registration and travel arrangements, including hotel and flight reservations, for national and international meetings. Provides outlook and written itineraries for all travel plans.
- Completes and manages expense re-imbursements for meetings with excel tracking of payment receipt.
- Composes high level correspondence and memoranda independently and with professional quality. Edits and proofreads all written materials and verifies the validity of data and documents contained in all reports prior to submission.
- Composes and assists physicians in preparing power point presentations and minutes for hospital, national and international meetings.
- Assists physicians in maintaining membership to national/international organizations.
- Assists the Executive Assistant to the Chair/Vice-chair with visiting faculty visits and interviews, including scheduling and travel arrangements.
- Assists the Executive Assistant to the Chair/Vice-chair in planning, organizing, and coordinating departmental meetings or special events, including reserving the conference rooms, sending and tracking invitations, procuring food and beverage, and ensuring vendor payment. Would set up room and equipment (conference calls, audio-visual, projector, etc. as necessary). Prepare agenda, produce and supply materials and distribute meeting notes.
- Maintain the Radiation Oncology Conference room and Classroom Schedule on Microsoft Outlook, addressing any potential conflicts before they happen, and sending out meeting invites as requested by RadOnc providers.
- Prepares purchase requisitions, check requests, action forms, etc. in accordance with Hospital’s procedures.
- Monitors and maintains inventory of office supplies and equipment. Order all office supplies, business cards, letterhead for the department through eProcurement
- Keeps office equipment in working order and contacts vendors or IT, as necessary, for repairs or replacements.
- Maintains confidential materials related to patients according to Hospital standards and in compliance with HIPPA regulations and requirements.
- Conforms to Hospital’s standards pertaining to patient’s rights, so that the best possible customer service and patient care may be provided.
- Utilizes Hospital’s behavioral standards as the basis for decision-making and to facilitate the Department’s and Hospital’s mission.
- Follows established Hospital infection control and safety procedures.
- Performs other duties as assigned or as necessary.
- 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.
SUPPORTING COLLEAGUES (S2):
- 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 (S2):
- 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 to supervisors in a timely manner.
- Offers Meaningful Advice and Support: Listens carefully to understand the issues and provides accurate information and support.
ENSURING HIGH QUALITY (S2):
- 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 (S2):
- 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.
· HighSchool Diploma (or equivalent experience) and 2 years of experience.
- EXPERIENCE: Two years plus of administrative experience is preferred. Superior verbal/written English communication skills, including excellent grammatical, editing and proofreading skills. Excellent organizational skills. Attention to detail and ability to work on multiple tasks simultaneously. Highly proficient with Microsoft Office applications (i.e. MS Word, Excel, Access, PowerPoint, Outlook) and web browsers. Ability to work independently and exercise independent judgment. Excellent interpersonal skills necessary to be socially perceptive in accepting and relaying confidential information, communicating policies and procedures, and interacting effectively with a variety of Medical Center personnel and outside oncology organizations. Ability to work collaboratively with colleagues as well as national, international oncology organizations. Strong problem solving skills; proactive and resourceful. Proven ability to work with confidential information.
· Day Shift/ NonExempt Position
· The Department of Radiation Oncology provides multidisciplinary, state of the art therapy that utilizes techniques such as stereotactic radiosurgery, intensity modulated radiotherapy (IMRT), three dimensional treatment planning, brachytherapy, and intraoperative radiation therapy at four convenient locations. We are dedicated to improving treatment outcomes of all diseases treated with radiation and to finding new medical uses of radiation. Related to these goals is the education of graduate students, post-doctoral students and residents who will enter the field of radiation medicine including the allied field of Medical Physics.
Our team provides state-of-the-art anti-cancer therapy for patients through the use of new technology and continuous review of patient treatment outcome. We will continue to evaluate and improve the therapeutic effects of radiation from five fronts:
1. Basic science research to identify new biological modifiers and therapeutic targets.
2. Interaction with industry (pharmaceutical, imaging and radiotherapy) to validate the efficacy of new therapeutic tools.
3. Medical physics research to improve the accuracy, precision and methods of radiotherapy delivery.
4. Clinical research to study the benefits of new therapy treatments in patients.
5. Development of new radiotherapy facilities throughout the region to provide the best care for all patients.
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.
Click Here To View The VUMC Promise of Discovery
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 Hospital in Tennessee, #1 Health Care Provider in Nashville, #1 Audiology (Bill Wilkerson Center), 9 adult and 9 pediatric clinical specialties ranked among the nation's best, #15 Education and Training
· Truven Health Analytics: among the top 100 hospitals in the US
· Becker's Hospital Review: one of the "100 Greatest Hospitals in America"
· The Leapfrog Group: grade "A" in Hospital Safety Score
· National Institutes of Health: among the top 10 grant awardees for medical research in the US
· American Association for the Advancement of Science: 12 faculty members elected fellows in 2014
· Magnet Recognition Program: Vanderbilt nurses are the only group honored in Middle Tennessee
· Nashville Business Journal: Middle Tennessee's healthiest employer
· American Hospital Association: among the 100 "Most Wired" medical systems in the US
- 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.
- Occasional: Chemicals and Gasses: Medications, cleaning chemicals, oxygen, other medical gases used in work area.