Program Manager - On Site

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.).

REQUIRED:
• Bachelor’s Degree (or equivalent experience)
• 3 years of relevant work experience in a healthcare setting
• Experience with Epic or other comparable eClinical system is a big plus
• Ability to work with a team is crucial
• Experience in event planning.
• Calendar management and management of surgeons’ working schedules

You will work Monday-Friday, 7:00 AM - 4:00 PM on site at our office located at Vanderbilt Medical Center East, South Tower.

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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 goa