Program Manager - Allergy, Pulmonary & Critical Care Medicine

Vanderbilt University Medical Center • Nashville, TN

3d

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: Allergy, Pulmonary and Critical Care Medicine Job Summary: The Program Manager will independently handle the appointment, reappointment and promotion process for faculty in the high-volume, rapidly growing Division of Allergy, Pulmonary and Critical Care Medicine. This will require strong attention to detail as well as the ability to collaborate effectively. Must be able to multitask, prioritize, and adhere to strict completion timetables. . KEY RESPONSIBILITIES Job responsibilities include but are not limited to: Faculty Appointment, Reappointment and Promotion Process This position will prepare and submit the necessary documentation including letters of reference, letters of support, etc. for all Division faculty Postdoctoral Appointment and Reappointment Process This includes the preparation and submission of all the necessary documentation for the appointment and reappointment of postdoctoral fellows Student Appointment and Reappointment Process This includes the preparation and submission of all the necessary documentation for the appointment and reappointment of students Administrative and academic document preparation This includes the preparation of recommendation, mentor, and salary increase letters, letters of resignation, change of status, and other pertinent correspondence Gathers and analyzes background information, edits, rewrites and organizes material/documents such as CVs, letters and recruitment postings Assists in administrative tasks and support of faculty Assists Sr. Program Manager with various HR related duties of onboarding faculty and staff, document processing, communication with various departments, applicants and coworkers Collaborates with other medical center departments to gather and complete any required information Department Summary: Welcome to the Division of Allergy, Pulmonary and Critical Care Medicine at Vanderbilt University Medical Center. Our mission is to: Deliver world-class clinical care to patients with allergic diseases, pulmonary conditions, and critical illness through employing a collaborative, multi-disciplinary approach Lead in the development of cutting-edge, patient-focused research that extends from basic discoveries to clinical implementation Provide state-of-the-art education and training to inspire and nurture the next generation of leaders in allergy and immunology, pulmonary and critical care medicine, and interventional pulmonology 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: 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. PEOPLE ARE AT THE HEART OF ALL WE DO. Our vision: The world leader in advancing personalized health. Our mission: personalizing the patient experience through our caring spirit and distinctive capabilities. Making Health Care Personal. We’re looking for like-minded individuals driven to make a difference. We invite you to explore careers at Vanderbilt University Medical Center. At VUMC, we place a priority on designing with and for our patients and families. We value collaboration, embrace continuous learning and discovery, and seek to be a place where everyone has the chance to thrive. We’re the largest private employer in Middle Tennessee, with a growing team and expanding footprint in towns and communities across the region. We employ more than 28,000 people who work in inpatient and outpatient clinical care, research, and graduate medical education as well as critical supporting roles in administration, information technology and informatics, finance, legal and community affairs, communications and marketing, fund-raising, groundskeeping and facilities, and many more. Our growing health system has more than 1,700 licensed hospital beds at: Vanderbilt University Hospital Monroe Carell Jr. Children’s Hospital at Vanderbilt Vanderbilt Psychiatric Hospital Vanderbilt Stallworth Rehabilitation Hospital Vanderbilt Wilson County Hospital Vanderbilt Bedford Hospital Vanderbilt Tullahoma-Harton Hospital It’s also home to hundreds of outpatient clinic and surgical locations throughout the region. We serve our community with many unique and specialized services including the Level 1 Trauma Center, a highly experienced Transplant Center that does the most heart transplants in the world, a National Cancer Institute-designated Comprehensive Cancer Center, Lung Institute, Burn Center and many more. World-leading academic departments and centers make scientific discoveries, advance clinical care and train the next generation of health care professionals. Our robust research enterprise consistently ranks among the highest in the country as measured by peer-reviewed grant funding from the National Institutes of Health. We’re honored to be consistently considered among the nation’s best hospitals, including being nationally ranked in multiple medical specialties for treating the most complex conditions in adults and children by US News and World Report. Monroe Carell Jr. Children’s Hospital at Vanderbilt ranked as the No. 1 children’s hospital in the southeast in 2024. We support each other and encourage excellence among all who are part of our workforce. High-achieving employees stay at VUMC for professional growth, appreciation of benefits, and a sense of community and purpose. Join us in Making Health Care Personal.

Requirements

• Relevant Work Experience Experience Level: 3 years
• Education: Bachelor's

Nice To Haves

• Two years’ experience in writing and editing (preferred)
• Excellent verbal and communication skills with a strong attention to detail
• Experience in an academic institution and/or medical center
• Intermediate level in Microsoft Office such as Word, Excel, PowerPoint, Outlook
• Flexible and adaptable

Responsibilities

• Faculty Appointment, Reappointment and Promotion Process This position will prepare and submit the necessary documentation including letters of reference, letters of support, etc. for all Division faculty
• Postdoctoral Appointment and Reappointment Process This includes the preparation and submission of all the necessary documentation for the appointment and reappointment of postdoctoral fellows
• Student Appointment and Reappointment Process This includes the preparation and submission of all the necessary documentation for the appointment and reappointment of students
• Administrative and academic document preparation This includes the preparation of recommendation, mentor, and salary increase letters, letters of resignation, change of status, and other pertinent correspondence
• Gathers and analyzes background information, edits, rewrites and organizes material/documents such as CVs, letters and recruitment postings
• Assists in administrative tasks and support of faculty
• Assists Sr. Program Manager with various HR related duties of onboarding faculty and staff, document processing, communication with various departments, applicants and coworkers
• Collaborates with other medical center departments to gather and complete any required information

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 5,001-10,000 employees