Assoc 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 : Pediatric Medicine

Pediatric Medicine

Job Summary : JOB SUMMARY

JOB SUMMARY

Work in conjunction with the PEM and END Fellowship Program leadership to ensure that the learning experiences of the Program meet the requirements of ACGME and GME.

This includes new teaching opportunities, expectations for rotations, conference participation and research time.

• Coordinate and execute 50+ interviews of Medical Doctor Candidates interested in pursuing Ped Emergency Medicine and Endocrinology subspecialty training.
• Serve as liaison to incoming fellows to ensure smooth transition from resident to fellow. This includes significant communication to obtain necessary documents, answer program-specific and general questions.

Keep new fellows informed on key due dates for GME-related documents and times lines for start dates.

Assist Program Directors in the creation of the annual Fellows Conference Schedule for both programs. This includes discussing ideas for lecture topics and speakers.

Follow through with contacting Faculty in other departments to extend invitations to lecture and coordinating schedules to ensure lectures are planned appropriately.

• Utilize New Innovations to design and implement Fellow / Faculty evaluations.
• Maintain all necessary Fellow requirements including duty hour reporting, completion of evaluations, logging of procedures and up-to-date certifications.
• Coordinate Fellow monthly time off reporting in the Workday and Provider Time Away systems and maintain documentation, including FMLA reporting.
• Assist Program Director in the creation of yearly rotation schedules. Liaison with outside departments to coordinate rotation schedules of PEM Fellows.
• Work with individual fellows in the control of travel expenses and reimbursement of Continuing Medical Education funds, which includes communication regarding allowable purchases and expensing items to ensure reimbursement.
• Manage the budget for fellowship interviews.

General Administrative Support for Program Directors and Fellows

• Facilitates fellow credentialing process with internal offices to ensure all faculty comply with required regulations to be a billing provider.
• Maintains appropriate documentation and coordinates renewals or new rollouts.
• Ensures DEA and medical license and renewed and reimbursed as required.
• Track fellow and faculty adherence to departmental risk rebate requirements, sending regular reminders to those who may be delinquent.
• Coordinates various clinical certification trainings : PALS, BLS, ACLS, ATLS
• Support division through calendar management and meeting coordination.
• Responsible for procurement and reimbursement as needed by fellows and faculty.
• Support Research Director and Fellows with various needs with research projects.
• When requested, liaison with other institutions / offices to obtain various reports.

KEY RESPONSIBILITIES

• Provides support for the creation, coordination and execution of the program.
• Assists in budgetary management for the program(s).
• The responsibilities listed are a general overview of the position and additional duties may be assigned.

TECHNICAL CAPABILITIES

• Quality Management (Novice) : Developing a systematic process of checking to see whether a process or service is meeting specific requirements.
• Networking (Novice) : Build relationships through industry contacts, professional organizations and individuals.
• Peer Leadership (Novice) : The ability to show leadership and influence people of equal rank in an effort to accomplish team goals.
• Financial Processes (Novice) : Ability to monitor costs, expenses and revenue as well as the ability to manage those costs and expenses in relation to budgeted amounts.
• Process Improvement (Novice) : Identifies, analyzes and improves upon existing business processes for optimization and to meet standards of quality.
• Program Management (Novice) : Planning, organizing, and managing resources to bring about the successful completion of specific program goals and objectives.

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