Associate Program Manager - HYBRID

Vanderbilt University Medical Center•Nashville, TN

15h•Hybrid

About The Position

In your pivotal role as Associate Program Manager, you will provide high-level operational, financial, and administrative leadership across multiple clinical trial programs and CME-accredited activities. You will coordinate complex travel and vendor logistics, ensure accurate and timely participant payments and reimbursements, and support program financial performance through invoice reconciliation, tracking, and reporting. As a key operational partner to faculty and cross-functional stakeholders, you will resolve day-to-day issues, drive workflow improvements, and maintain high standards that support participant satisfaction and overall program success, while also mentoring staff and supporting onboarding and team development.

Requirements

Bachelor’s Degree (or equivalent experience)
Experience is not required but 1-2 years experience in healthcare is a plus
Experience with MicroSoft Teams and WorkDay is a plus

Nice To Haves

Quality Management (Novice)
Networking (Novice)
Peer Leadership (Novice)
Financial Processes (Novice)
Process Improvement (Novice)
Program Management (Novice)

Responsibilities

Lead coordination of travel logistics for multiple clinical trial programs, ensuring efficient execution and management of complex scheduling and vendor coordination.
Oversee end-to-end processing of subject participation payments and travel reimbursements, ensuring accuracy, compliance, and timeliness across all studies.
Implement process improvements for financial workflows, including invoice tracking and payment processing, resulting in increased efficiency and reduced delays.
Maintain high-quality operational standards that enhance participant satisfaction, retention, and overall program success.
Provide strategic administrative and operational support to clinical trial leadership, faculty, and cross-functional team members.
Serve as a key point of contact for resolving operational issues, applying strong problem-solving skills to ensure continuity of program activities.
Manage scheduling and logistics for meetings, conferences, and program events, ensuring smooth execution and minimal disruption.
Oversee vendor relationships and operational accounts (shipping, records management, lab services, facilities), ensuring seamless day-to-day program support.
Deliver high-priority support to senior leadership, effectively managing urgent and time-sensitive requests.
Support program financial health through invoice reconciliation, payment tracking, and reporting activities.
Contribute to improved financial outcomes, including transition from budget deficit to positive residual performance.
Partner with program stakeholders to track study activity and maintain accurate financial and operational records.
Mentor and train administrative staff and new team members, strengthening team capability and ensuring consistency in processes.
Provide cross-functional training on financial systems, administrative workflows, and program operations.
Support onboarding initiatives and contribute to a collaborative, high-performing team environment.
Lead coordination and execution of CME-accredited programming, including scheduling, system entry, and compliance tracking.
Manage virtual event logistics, including platform setup, real-time facilitation, and post-event communications.
Ensure CME requirements are met through accurate documentation, reporting, and follow-up processes.
Collaborate with leadership and team members to execute a structured and compliant conference schedule.