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**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:

Pediatric Infectious Disease

Job Summary:

In your pivotal role as Sr. Program Manager, you will provide leadership for the creation, coordination, execution and growth of complex programs independently. You also will provide leadership to support programs that are expected to experience significant change, expansion or evolution over time.

You will be tracking effort and ensuring that grants are in place while also projecting priority. There are multiple grants, and you will track the progress reports. This is a very busy and fast-paced team. You should be able to work with the team but also fully function independently.

Again, team work is essential. You also need to be able to multitask and exhibit great flexibility. The ability to prioritize complex tasks with a positive attitude is essential.

Proficiency in the following software:

• Excel – building and maintaining budgets

• Working within WorkDay

Overview of your role will include, but not be limited to:

1. Overseeing effort reporting for the team

2. Working with oversee financial reports

3. Keeping track of all the contracts

4. Keeping track of outgoing and incoming invoices

5. Overseeing grant submission for my team – make sure the budget justification, biosketches, facilities, equipment are up to date

6. Overseeing my international program - Jordan research projects and future collaborations (e.g. Peru)

7. Providing progress reports

8. Helping create and maintain team website

9. Maintaining calendar for important due date

10. Oversee patient payments process for all studies

a. Working with teammate to ensure each study that is starting a payment process is being done following the guidelines (working with teammate) and then all goes to teammate in streamlined way; will frequently have to trouble-shoot with teammate as issues arise or follow up on returned checks or payments not received.

11. Team devices – keeping track of laptops and iPads that our team has; will work with IT to set up all new ipads and will “clean them up” when they get turned in. It is possible the iPad process will change the next time we have to buy new ones based on updated IT policies.

12. Contracts- This is managed by admin team, but you will need to give input from someone who understands what work will be done to answer questions correctly

13. Hiring - Interview new candidates and on boarding process

a. Working with teammate to make sure all administrative details are sorted prior to a person starting

b. Teammate creates welcome letter. This letter should tell the new person who their supervisor is and at least their day 1 schedule information, and who on the team they should be connecting with

c. You will tell teammate what devices and desk the new person is assigned and tells teammate who will be their supervisor and who they should connect with

d. Work through the onboarding checklist, or determine who on the team will work through the onboarding checklist

e. Orientation database - you will maintains this

14. Maintain Team roster and key information is filled and periodically updated

Grants

1. Progress Reports – after funded

2. Oversee Budget

3. Budget Justification - make sure descriptions are up to date

4. Biosketch preparations – oversee accurate and collection from all Co-Is

5. Other support

Financials

1. Manage primary grants

2. Minimum monthly financial report

3. Review charges to confirm they are appropriately charging

4. Oversee large orders

5. Coordinate lab supplies and equipment charges

6. Standardized invoices

7. Invoices – to subs

8. Invoices – from subs

9. Project financials

10. Manage service contracts

11. Oversee start and stop dates for subcontracts

12. Oversee VCC charges

13. Oversee core charges

14. Oversee reconciling of research lab charges

.

**DEPARTMENT SUMMARY** :

For 50 years, the Division of Pediatric Diseases at VUMC has been dedicated to excellence in patient care, training, and research in pediatric infectious diseases. Our mission is to foster knowledge through research, teaching, and training of physicians and scientists, as well as the delivery of superb clinical care, with the overarching goal of improving childhood health. We are home to a diverse group of physicians, nurses, pharmacists, and scientists whose professional interests span across multiple areas of pediatric infectious diseases. For more information, please visit https://pediatrics.vumc.org/infectious-diseases.

KEY RESPONSIBILITIES

Program Management

+ Develops program plans, goals, and objectives in collaboration with program and area leadership.

+ Provides professional and/or technical leadership in the execution of day-to-day program activities.

+ Communicates within and across department to maximize information sharing around progress, needs, interdependencies and accomplishments.

+ Participates in institutional task forces and other special committees related to the achievement of goals and objective.

+ Planning, organizing, and managing resources to bring about the successful completion of specific program goals and objectives.

+ Build relationships through industry contacts, professional organizations, individuals, and act as point of contact for financial inquiries.

Peer Leadership

+ The ability to show leadership and influence people in an effort to accomplish team goals.

+ Acts as a "go-to" resource for colleagues with less experience; may lead small project teams.

Financial Processes

+ Ability to monitor costs, expenses, and revenue as well as the ability to manage those costs and expenses in relation to budgeted amounts.

+ Review invoices against contractual agreements.

+ Partners with division administrator to resolve budgetary issues.

+ Creates unique and often complex financial reports

+ Maintains files for various financial and grant documentation as well as maintains the labs website

Quality Management

+ Identifies, analyzes, and improves upon existing business processes for optimization and to meet standards of quality.

+ Independently delivers on objectives with understanding of how they impact the results of own area/team and other related teams.

+ Utilizes multiple sources of data to analyze and resolve complex problems; may take a new perspective on existing solution.

+ Has advanced knowledge within a professional area and basic knowledge across related areas.

+ The responsibilities listed are a general overview of the position and additional duties may be assigned.

TECHNICAL CAPABILITIES

• Quality Management (Advanced): Developing a systematic process of checking to see whether a process or service is meeting specific requirements.

• Networking (Advanced): Build relationships through industry contacts, professional organizations and individuals.

• Peer Leadership (Advanced): The ability to show leadership and influence people of equal rank in an effort to accomplish team goals.

• Process Improvement (Advanced): Identifies, analyzes and improves upon existing business processes for optimization and to meet standards of quality.

• Mentoring & Coaching (Intermediate): The essence of training and mentoring on the job is transfer of knowledge. Whereas training can be considered more formal and scheduled, mentoring is often in the form of guidance and "hands-on" experiences. The reporting relationship is unimportant since the purpose is to pass on information and experiences. These discussions normally center around a person's goal of learning job procedures, content, standards, analysis and problem-solving.

• Financial Processes (Advanced): Ability to monitor costs, expenses and revenue as well as the ability to manage those costs and expenses in relation to budgeted amounts.

• Program Management (Advanced): 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: Independently delivers on objectives with understanding of how they impact the results of own area/team and other related teams. Problem Solving/ Complexity of work: Utilizes multiple sources of data to analyze and resolve complex problems; may take a new perspective on existing solution. Breadth of Knowledge: Has advanced knowledge within a professional area and basic knowledge across related areas. Team Interaction: Acts as a "go-to" resource for colleagues with less experience; may lead small project teams.

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:

5 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._