Associate Program Manager

2 weeks ago

Nashville, Tennessee, United States Vanderbilt University Medical Center Full time

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:

VICTR

Job Summary:

Associate Program Manager -
VICTR

JOB SUMMARY


In your pivotal role as an Associate Program Manager you will join the team of Edge for Scholars, a nationally known office at Vanderbilt University Medical Center focused on career development for biomedical researchers.

Your responsibilities encompass balancing competing scheduling demands, assuring activities and obligations of the full team dovetail, serving as a conduit for confidential information, coordinating activities and events to maximize reach, directly serving key needs of constituents, and authorizing payment of program related expenses.

Specific activities may include scheduling and setting up for meetings and events, managing career-tracking databases, managing a small physical lending library, editing documents, and performing calendaring and other administrative and project management tasks for an executive faculty member.


About the Department:
The Vanderbilt Institute for Clinical & Translational Research (
VICTR) is Vanderbilt's virtual home for clinical and translational research.

Supported by Vanderbilt University Medical Center's Office of Research and the NIH-sponsored Clinical and Translational Service Award (CTSA), the mission of the institute is to transform the way ideas and research discoveries make their way from origin to patient care.


VICTR functions to help researchers and clinicians do their jobs better by providing tools and support to improve the quality of research, publications, grant writing, and training for future doctors and researchers.

For more information, please visit

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KEY RESPONSIBILITIES

  • Maximizes the success of the team, our initiatives, and lead faculty by implementing approaches to smoothly integrate divergent time demands, meetings, travel, and event scheduling.
  • Oversight of the full sweep of program calendar, process management timelines, and goals.
  • Performs key administrative functions which may include serving as representative for faculty leadership and Edge for Scholars.
  • Proactively facilitates and manages administrative functions to maximize coordination among components and projects.
  • Supports and coordinates faculty career development initiatives, including contributing to strategy.
  • Compiles data, analyzes information and summarizes findings to map metrics for the office and optimize performance.
  • Analyzes and prepares budgetary data for selected program projects, budget lines, and constituents.
  • Assists with website and social media updates.
  • These responsibilities listed are a general overview of the position and additional duties may be assigned.

KEY CANDIDATE QUALITIES

  • Self-starter; manages time independently
  • Enjoys variety and working on different kinds of projects
  • Primarily works independently but is also able to work seamlessly with a small team a few times per month for meetings/events
  • Attentive to detail
  • Flexible in assuming responsibilities to accommodate shifts in team dynamics
  • Experience with working in an academic environment, calendaring/executive assistant role, or with social media management not required, but is a bonus

TECHNICAL CAPABILITIES


PROGRAM MANAGEMENT (NOVICE): - Planning, organizing, and managing resources to bring about the successful completion of specific program goals and objectives.


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.


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.


PROCESS IMPROVEMENT (NOVICE): - Identifies, analyzes and improves upon existing business processes for optimization and to meet standards of quality.


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.

BASIC QUALIFICATIONS

Bachelor's Degree (or equivalent experience) (Required)

< 1 year relevant experience (Required)


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 highquality 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 daytoday 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:

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

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