Sr. Program Manager-Medicine Administration

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 diverse 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 recognizes that diversity is essential for excellence and innovation. We are committed to an inclusive environment where everyone has the chance to thrive and where your diversity of culture, thinking, learning, and leading 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:

Medicine Administration 30

Job Summary:

The Sr. Program Manager will be responsible for overseeing all immigration-related activities for foreign nationals within the Department of Medicine (DOM). This position involves managing the onboarding and hiring processes, ensuring compliance with VUMC immigration policies and procedures, and serving as a liaison with various stakeholders. In addition, this position will manage the Visiting Research Trainee program and will oversee the international travel work requests for all DOM employees. The ideal candidate will have strong communication and organizational skills, and a commitment to supporting international staff and researchers.

Department Summary:

The mission of the Department of Medicine at Vanderbilt University Medical Center (VUMC) is to dedicate our diverse talents to advance human health for all.

We value being on the forefront of personalized care for diverse patient populations, making and implementing impactful scientific discoveries, advancing inclusive excellence, and training the next generation of clinicians, scientists, and educators.

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Key Responsibilities:

DOM Immigration Oversight:

• Manage offer letter and appointment requests for all foreign nationals and oversee the hiring process.

• Manage and track visa requests and renewals and ensure timely submissions

• Work closely with VUMC Immigration to address any visa-related issues

• Ensure all foreign nationals receive comprehensive onboarding guidelines to maintain compliance with VUMC Immigration policies

• Serve as a Department resource for foreign nationals regarding immigration processes and requirements

• Provide training for Principal Investigators (PIs) hosting foreign nationals on allowable activities for participation.

Policy Maintenance:

• Maintain and update DOM policies and procedures related to foreign nationals and provide training as needed

• Ensure compliance with new foreign travel recruitment policy and collaborate with the Office of Research (OOR) as necessary

• Manage the CONRAD-30 waiver process for eligible foreign nationals

• Facilitate weekly immigration meetings to discuss ongoing cases, updates, and compliance issues.

Travel Compliance:

• Track and review foreign national travel to ensure compliance with VUMC immigration regulations

• Review International Travel/Work Requests to ensure adherence to policies

• Serve as a resource to division staff and faculty on policies and procedures

Visiting Research Trainee Program:

• Oversee and manage appointment and onboarding process for visiting research trainee program

• Collaborate with division staff and PIs regarding program objectives and compliance with research regulations

Other duties as 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, mento