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:
eStar Logistics
Job Summary:
This role serves as the primary point of contact for Epic training and onboarding. The individual will support Epic onboarding for cohorts of up to 50 new hires at a time, ensuring all participants have appropriate system access and are fully prepared for virtual training. Responsibilities include assisting with logins, access to the virtual training environment, Microsoft Teams support, real-time troubleshooting, and submitting Pegasus tickets when needed. The role also manages the physical training space, ensuring it is organized and reset for subsequent sessions. During downtime between training sessions, the individual will complete administrative tasks and help maintain trainee engagement throughout the learning experience. Trainees will include both newly hired employees and staff acquired through transitions. While virtual facilitators deliver the training content, this role functions as an on-site and/or operational support partner to ensure a smooth and effective training experience.
Hours:
7:30am – 10:30pm Monday - Friday
7:30am – 5:00pm on Saturday
.
Preferred Skills and Experience:
- Strong attention to detail with the ability to manage multiple tasks accurately
- Technical proficiency and comfort troubleshooting common technology issues (e.g., logins, virtual training platforms, collaboration tools)
- Strong people skills with a focus on customer service and support
- Ability to effectively assist a high volume of employees and support large groups during training setup and onboarding
- Proactive approach to identifying issues and taking initiative to resolve them before they escalate
KEY RESPONSIBILITIES
- Performs a variety of administrative support which may include scheduling, booking travel, expense processing and purchasing.
- Compiles, coordinate and assist in the collection, processing and submission of data.
- Prepares reports and other documentation as requested by area.
- Creates and maintains accurate documents and records.
- The responsibilities listed are a general overview of the position and additional duties may be assigned.
TECHNICAL CAPABILITIES
- Human Resources Policies and Procedures (Fundamental Awareness): Knowledge, adherence and application of human resources policies and procedures.
- 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.
- 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.
- 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.
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
This role offers the opportunity to make a meaningful impact within Vanderbilt Health, supported by a comprehensive benefits package which may include health, disability, retirement and/or wellness offerings to enhance your well-being and professional growth.
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.
