Program Manager - On Site

Vanderbilt University Medical Center•Nashville, TN

4d•Onsite

About The Position

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: Ortho Administrative Support Job Summary: The Department of Orthopaedics at Vanderbilt Health is seeking a dynamic and enthusiastic Program Manager to bring energy and a positive attitude to our team! In this pivotal role, you will support two divisions: Trauma & Adult Reconstruction. You will work closely with the Division Chiefs of both teams, faculty members, and several Advanced Practice Providers. Below is a comprehensive list of your administrative responsibilities Daily/Weekly Tasks: Maintain daily calendars for faculty. Process PTAs for faculty and APPs. Manage peer-to-peer communications. Manage workers’ comp requests & billing using C30A forms. Coordinate paperwork and deposition requests from attorneys. Monthly Tasks: Reconcile Pcard. Process reimbursements. Organize and update shared drive files. Update call schedules. Post division conference information to the CME website. Yearly Tasks: Renew DEA certifications and medical licenses. Pay membership dues. Assist faculty with grant submissions. Plan events for named lectures and grand rounds. As-Needed Tasks: Purchase supplies. Assist with board certification processes. Update faculty CVs. Submit travel reimbursements. Reserve rooms for meetings and events. Order items, such as food, lab coats, and computers. Book Pegasus tickets. Schedule and set up meetings. Process Workday requests. Maintain surgery weekend availability log. Pick up honorarium checks for guest speakers. Collaborate with the GME team on annual resident and fellow interviews. Assist with onboarding new hires, including faculty and APPs (ordering computers, lab coats, etc.). DEPARTMENT SUMMARY : In the VUMC Department of Orthopaedic surgery, each year we provide 110,000 outpatient visits and manage 11,500 surgical cases — all with a passion for equipping the next generation of orthopaedic surgeons and for making a difference in the lives of the people we serve. By implementing new technologies, processes and ideas — and by adding clinicians and scientists who further our pursuit of basic, translational and clinical research — we work to advance our field of medicine, improve our surgical training and deliver the highest level of patient care. With a team of 46 full-time attending faculty members, 26 residents, 8 fellows, 10 clinical faculty surgeons and 45 therapists, we’ll forge ahead into the future of orthopaedic medicine. We’re proud to be part of the Vanderbilt community, proud of our accomplishments and proud of plans for the future. For additional information, please visit https://www.vumc.org/ortho/welcome . KEY RESPONSIBILITIES Proactively facilitates and manages administrative functions for Department. Oversees the creation, coordination and execution of the program. Provides budgetary management to the program. Provides training and guidance for individuals supporting the program. Promotes growth and expansion of the program. The responsibilities listed are a general overview of the position and additional duties may be assigned. TECHNICAL CAPABILITIES Program Management (Intermediate): Planning, organizing, and managing resources to bring about the successful completion of specific program goals and objectives. Financial Processes (Intermediate): 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 (Intermediate): Identifies, analyzes and improves upon existing business processes for optimization and to meet standards of quality. Clerical/Administrative (Advanced): Among the duties are: Ad Hoc Reporting, Calendar Maintenance, Data Entry, Document Duplication, Document Filing and Maintenance, Document Preparation, Employee Record Maintenance, Employee Time Recording, Faxing and Electronic Mailing, Inventory Management, Mail Sorting and Distribution, Meeting Coordination and Scheduling, Message Management, Receptionist Tasks, Special Projects, Spreadsheet Preparation, Travel Arrangements, and Word Processing and Typing. Peer Leadership (Intermediate): The ability to show leadership and influence people of equal rank in an effort to accomplish team goals. Networking (Intermediate): Build relationships through industry contacts, professional organizations and individuals. Quality Management (Intermediate): Developing a systematic process of checking to see whether a process or service is meeting specific 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.