Associate Program Manager

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 diverse 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 recognizes that diversity is essential for excellence and innovation.

We are committed to an inclusive environment where everyone has the chance to thrive and 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.

Organization :

Neuro-Behavioral and Cognitive Div

Job Summary :

Join our diverse and growing team at Vanderbilt University Medical Center (VUMC) in Nashville, Tennessee.

The Department of Neurology has over 150 faculty, fellows, and residents spanning ten divisions and five centers and ranks 14th in the nation for NIH funding.

Vanderbilt ranks 5th among the nation’s elite medical schools for research, is ranked as a Best Hospital Honor Roll designee, and we hold the top ranking for both adult and children’s hospitals in Tennessee by U.

S. News & World Report. We are a Becker’s Healthcare 100 Great Hospitals in America and Forbes Best-in-State Employer. Our network of clinics, both main campus and community-based, provides over 70,000 annual ambulatory neurology visits.

Operating at a global crossroads of teaching, discovery, and patient care, VUMC is a place where your expertise will be valued, your knowledge expanded, and your abilities challenged.

Vanderbilt Health recognizes that diversity is essential for excellence and innovation. We are committed to an inclusive environment where everyone has the chance to thrive and where your diversity of culture, thinking, learning, and leading is sought and celebrated.

The mission of VUMC Neurology is to advance health and wellness through preeminent programs in patient care, education, and research.

JOB SUMMARY

Assists in planning, coordinating, and executing programs and projects with some oversight and guidance. The responsibilities listed below are a general overview of the position and additional duties may be assigned as needed.

KEY RESPONSIBILITIES

Administrative support :

• Book travel for faculty and staff including using Concur and Workday business platforms
• Schedule meetings as requested and assigned for both clinical and research team members
• Process expense reports in Workday using accurate and appropriate worktags
• Purchase lab and office supplies
• Maintain calendars for clinical and research faculty and for conference room meetings
• Manage division faxes
• Document duplication
• Document filing
• Mailing
• Inventory management of lab and office supplies
• Submit clinical PTA (paid time away) for clinical providers
• Message management in VUMC systems such as Outlook and eStar
• Agenda development for meetings and events
• Screen / triage telephone calls / visitors
• Submit IT requests using the Pegasus ticket platform

Research management

• Compile, collect, process, and submit clinical trial data in the sponsor indicated Electronic Data Capture systems, REDCap, or other research database
• Prepare report and documentation as requested, such as development of case report forms and other research
• Maintain documents and records
• Submit Institutional Review Board applications, amendments, protocol deviations, and serious adverse events
• Assist in management of costs and expenses
• Work closely with divisional research coordinators to ensure clinical trial reconciliation is occurring regularly
• Communicate within and across division to maximize information sharing, progress, needs, and accomplishments
• Implement systems changes and process needs
• Attend meetings and take meeting minutes / notes
• Track action items / decisions made in meetings to ensure progress on projects
• Help track NIH other support and biosketches for faculty upon request

Associate or Bachelor’s degree preferred. Strong communication, organizational skills, strong work ethic, and flexibility in work assignments desired.

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 : Delivers job responsibilities that impact own job area / team with some guidance. Problem Solving / Complexity of work : Uses existing procedures, research and analysis to solve standard job related problems that may require some judgement.

Breadth of Knowledge : Requires subject matter knowledge within a professional area to meet job requirements. Team Interaction : Individually contributes to project / work teams.

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 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 : - 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 : - 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 :

Certifications : Work Experience :

Work Experience :

Relevant Work Experience

Experience Level : Less than 1 year

Less than 1 year

Education : Bachelor's

Bachelor's

Vanderbilt Health recognizes that diversity is essential for excellence and innovation. We are committed to an inclusive environment where everyone has the chance to thrive and to the principles of equal opportunity and affirmative action.

EOE / AA / Women / Minority / Vets / Disabled