Associate Program Manager (Administrative Support / Executive Assistant / Project Mgt) - HYBRID

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:

Brock Family Center for Applied Innovation

Job Summary:

JOB SUMMARY
The Associate Program Manager will work cross-functionally with other OOR/Brock Center staff in developing and accomplishing short and long-range marketing and outreach goals and other objectives through active management of multiple projects in parallel.

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KEY RESPONSIBILITIES

•    Provides support for the creation, coordination and execution of the program.
•    Assists in budgetary management for the program(s).
•    Manage calendars for team members, scheduling meetings, calls, and deadlines.
•    Support organized digital and physical filing systems for documents, contracts, and correspondence.
•    Track and follow up on project deadlines, deliverables, and milestones.
•    Assist in preparing budgets, expense reports, and purchase requests.
•    Research vendors, suppliers, or resources for team needs and coordinate procurement.
•    Help onboard new hires or contractors by organizing orientation materials and scheduling introductions.
•    Maintain contact lists, distribution lists, and communication records.
•    Create or update templates, standard operating procedures, and knowledge bases.
•    Pitch in on miscellaneous tasks to ensure smooth day-to-day operations.
•    The responsibilities listed are a general overview of the position and additional duties may be assigned.

TECHNICAL CAPABILITIES

•    Quality Management (Novice): Developing a systematic process of checking to see whether a process or service meets specific requirements.
•     Networking (Novice): Build relationships through industry contacts, professional organizations and individuals.
•     Peer Leadership (Novice): The ability to show leadership and influence people of equal rank in an effort to accomplish team goals.
•    Financial Processes (Novice): 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 (Novice): Identifies, analyzes and improves upon existing business processes for optimization and to meet standards of quality.
•    Program Management (Novice): 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: Delivers job responsibilities that impact own job area/team with some guidance. Problem Solving/ Complexity of work: Uses existing procedures, research and analysis to solve standard job related problems that may require some judgement. Breadth of Knowledge: Requires subject matter knowledge within a professional area to meet job requirements. Team Interaction: Individually contributes to project/ work teams.

Core Capabilities :

Supporting Colleagues: - Develops Self and Others: Continuously improves own skills by identifying development opportunities.- Builds and Maintains Relationships: Seeks to understand colleagues priorities, working styles and develops relationships across areas. - Communicates Effectively: Openly shares information with others and communicates in a clear and courteous manner. Delivering Excellent Services: - Serves Others with Compassion: Invests time to understand the problems, needs of others and how to provide excellent service. - Solves Complex Problems: Seeks to unde