Program Manager - Department of Medicine (Hybrid)

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:

Medicine Administration 30

Job Summary:

The Department of Medicine is seeking an experienced and detail-oriented Program Manager to oversee and manage all aspects of student appointments within the department. The Program Manager will serve as the central point of contact for student-related matters, facilitating efficient onboarding, tracking, and management of all students within the Department of Medicine. This role requires close collaboration with principal investigators, central offices, and department leadership to ensure the successful placement, management, and development of students within the department.

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Department Summary:

The Department of Medicine is seeking an experienced Program Manager to oversee and manage all aspects of student appointments within the department. The Program Manager will serve as the central point of contact for student-related matters, facilitating efficient onboarding, tracking, and management of all students within the Department of Medicine. This role requires close collaboration with principal investigators, central offices, and department leadership to ensure the successful placement, management, and development of students within the department.

Program Management

Oversee and coordinate all student appointments and classifications within the department, including: Research Interns, Student Observers, BRET Students, TempForce Student Workers, Summer Students/Rotations, Community and other student requests

• Serve as the primary liaison with central offices, including Medical Center Relations/Office of Health Science Education, VU BRET Office, Office of Research (OOR), and Vanderbilt Observational Experience (VOE), to identify and secure the appropriate appointment types for students.

• Partner directly with principal investigators (PIs) across the department to facilitate the hiring and onboarding of various student roles.

• Act as the central point of contact for all student-related matters, offering timely support, guidance, and resolution to issues.

Program Development

• Work closely with Sr. Program Manager and Associate Director to create and develop Department of Medicine programs for high school and undergraduate students in the Nashville area to enhance community outreach.

• Create and maintain department-wide Standard Operating Procedures (SOPs), process maps and workflows, and develop training guides.

• Utilize REDCap to create and manage program surveys, request forms, and other data collection tools.

• Create internal process to oversee approvals for the ongoing Open Lab List, ensuring compliance with departmental and institutional policies.

• Establish and maintain an accurate and up-to-date database for tracking student placements and progress.

• Manage and maintain the Department of Medicine’s student SharePoint page, serving as a centralized hub for student-related resources and information.

Personnel and Financial Oversight

• Provide personnel management and oversight for all students within the Medicine SupOrg.

• Handle the hiring and onboarding of all students, including employed, paid students and contingent workers requiring access to VUMC systems.

• Track and manage research intern payments and ensure timely financial processing.

• Collaborate with Director of Business and Research Administration to obtain necessary approvals for research funding and resource allocation.

• Support the department’s research team in maintaining the Graduate Student Bill, ensuring compliance and addressing related matters as needed.

 

Additional Responsibilities

• Manage other appointments and trainee positions as needed to meet evolving department requirements.

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: Executes job responsibilities with the understanding of how output would affect and impact other areas related to own job area/team with occasional guidance. Problem Solving/ Complexity of work: Analyzes moderately complex problems using technical experience and judgment. Breadth of Knowledge: Has expanded knowledge gained through experience within a professional area. Team Interaction: Provides informal guidance and support to team members.

Core Capabilities :

Supporting Colleagues:- Develops Self and Others: Invests time, energy, and enthusiasm in developing self/others to help improve performance e and gain knowledge in new areas.- Builds and Maintains Relationships: Maintains regular contact with key colleagues and stakeholders using formal and informal opportunities to expand and strengthen relationships.- Communicates Effectively: Recognizes group interactions and modifies one's own communication style to suit different situations and audiences. Delivering Excellent Services:- Serves Others with Compassion: Seeks to understand current and future needs of relevant stakeholders and customizes services to better address them.- Solves Complex Problems: Approaches problems from different angles; Identifies new possibilities to interpret opportunities and develop concrete solutions.- Offers Meaningful Advice and Support: Provides ongoing support and coaching in a constructive manner to increase employees' effectiveness. Ensuring High Quality: - Performs Excellent Work: Engages regularly in formal and informal dialogue about quality; directly addresses quality issues promptly.- Ensures Continuous Improvement: Applies various learning experiences by looking beyond symptoms to uncover underlying causes of problems and identifies ways to resolve them. - Fulfills Safety and Regulatory Requirements: Understands all aspects of providing a safe environment and performs routine safety checks to prevent safety hazards from occurring. Managing Resources Effectively: - Demonstrates Accountability: Demonstrates a sense of ownership, focusing on and driving critical issues to closure.- Stewards Organizational Resources: Applies understanding of the departmental work to effectively manage resources for a department/area.- Makes Data Driven Decisions: Demonstrates strong understanding of the information or data to identify and elevate opportunities. Fostering Innovation:- Generates New Ideas: Proactively identifies new ideas/opportunities from multiple sources or methods to improve processes beyond conventional approaches.- Applies Technology: Demonstrates an enthusiasm for learning new technologies, tools, and procedures to address short-term challenges.- Adapts to Change: Views difficult situations and/or problems as opportunities for improvement; actively embraces change instead of emphasizing negative elements.

Position Qualifications:

Responsibilities:

Certifications:

Work Experience:

Relevant Work Experience

Experience Level:

3 years

Education:

Bachelor's

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.