Part Time (24 weekly hours) Associate Program Manager - Center for Professional Health

Vanderbilt Health; Nashville (TN); On-site; USD 65,000 - 80,000; Full time

Job summary

Vanderbilt Health seeks an Associate Program Manager to assist in planning, coordinating, and executing programs within the Center for Professional Health. You will support courses, manage calendars, prepare communications, and help with budgets while collaborating with faculty, staff, students, and external partners.

The role emphasizes organizational excellence, data-driven reporting, and multi-tasking in a fast-paced environment.

Qualifications

• Excellent writing, editing and proofreading skills.
• Strong organization and time management abilities.
• Ability to work independently and collaborate across cross-functional teams.
• Proficiency with Microsoft Office suite and data presentation tools.

Responsibilities

• Support the Center for Professional Health courses and programs administration.
• Maintain CPH calendars and communications with internal/external stakeholders.
• Record and disseminate minutes from team meetings.
• Assist with budget oversight, purchases and reimbursements for the office.
• Coordinate issuance of communications and prepare educational materials.

Skills

PowerPoint

Excel

REDCap

Data analysis

Organization

Detail-oriented

Communication

Cross-functional

Project coordination

Data visualization

Education

Bachelor's degree

Tools

REDCap

Adobe Acrobat

Microsoft Office

Canvas

Canva

Workday

InstaMed

Job description

Discover Vanderbilt Health

With eight hospitals and over 180 clinics, we are the region's largest comprehensive academic health system. Vanderbilt Health has a long tradition of providing world-class care to the people of the Mid-South, living out our mission of moving medicine forward through preeminent programs in patient care, education and research. Here you'll find a spirit of collaboration and a supportive community where your expertise is valued, your knowledge expanded and your uniqueness celebrated. We are committed to fostering an environment where talented, compassionate people are united in bringing the most advanced care to our neighbors throughout the region.

Organization:

Internal Medicine

Job Summary:

The Associate Program Manager assists in planning, coordinating and executing programs with some guidance.

Preferred Skills & Experience

• Proficiency with Microsoft PowerPoint, Canva, and Canvas for developing engaging presentations, training materials, and visual communications.
• Advanced skills in Microsoft Excel, including data analysis, reporting, and interpretation of complex datasets.
• Experience utilizing REDCap for data collection, management, reporting, and basic data analysis.
• Exceptional organizational skills with the ability to manage multiple priorities and competing deadlines simultaneously.
• Demonstrated attention to detail with a strong commitment to accuracy and quality.
• Excellent written and verbal communication skills, with the ability to tailor messaging to diverse audiences.
• Proven ability to work independently while effectively collaborating with cross-functional teams.
• Strong project coordination and multitasking capabilities in a fast-paced environment.
• Ability to analyze data and translate findings into clear, actionable insights and presentations.
• Experience creating professional reports, presentations, educational materials, or communications for stakeholders.

Key Responsibilities for the Associate Program Manager Position:

The Center for Professional Health has two major sections: courses and programs. The Associate Program Manager (APM) will focus on courses but should be able to cover courses and program activities as processes are similar. The APM will take on all major administrative duties for the center.

CPH Courses and Programs: Actively supports all CPH courses, programs, retreats, coaching clients, teaching activities, and consults internal and external to VH/VUMC through:

CPH Communications: All communications and correspondences from the Center related to CPH courses and programs (between faculty, staff, participants, and potential inquiries for courses and programs.) via mail, email, and phone.

Communicate in written or verbal formats with individuals from other offices within VH/VUMC/VUSM or external organizations that collaborate and work with CPH. These include but not limited to administrators, students, trainees, and physicians.)

• Assist the SPM in webpage updates/maintenance.

• Develop new and innovative communication strategies that support the CPH Team, participants, and clients/consultants.

CPH Team Calendars: Organize, manage, and coordinate all CPH calendars along with personal and faculty calendars.

CPH Office Function:

• Record (written form) and disseminate minutes from team meetings.
• Assist with computer and office maintenance
• Provide oversite and maintenance of the CPH internal shared drive.
• Provide administrative support for CPH faculty, the Senior Program Manager, and the Research Analyst [if applicable] within the Center.

CPH Budget: Maintain oversight of administrative purchases and reimbursements for the office (supplies), course and program supplies, technology needs (Adobe, etc.), reimbursements (Workday), course facilitator payments, and tracking participant payments in InstaMed.

• CPH Research: Serve as Team member for any research related activities and assist the research team with grant administrative functions and grant purchases, and coordination.
• CPH Innovation: Assist in the CPH team efforts to develop new initiatives for the expansion (i.e. the Wellness Resort - enrollment), marketing, and other innovations to propel and sustain CPH.
• Faculty Wellness Committee (FWC): Provide administrative assistance to the CPH Team and members on the Faculty Wellness Committee.

Knowledge, Skill, and Abilities:

• Knowledge of Adobe Acrobat, Microsoft Office, and exceptional writing, editing and proofreading skills.
• Excellent organization and time management skills.
• Excellent written and verbal communication skills.
• Ability to exercise professionalism and discretion.

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 understand issues, solves routine problems, and raises proper concerns to supervisors in a timely manner. - Offers Meaningful Advice and Support: Listens carefully to understand the issues and provides accurate information and support. Ensuring High Quality: - Performs Excellent Work: Checks work quality before delivery and asks relevant questions to meet quality standards.- Ensures Continuous Improvement: Shows eagerness to learn new knowledge, technologies, tools or systems and displays willingness to go above and beyond. - Fulfills Safety and Regulatory Requirements: Demonstrates basic knowledge of conditions that affect safety and reports unsafe conditions to the appropriate person or department. Managing Resources Effectively :- Demonstrates Accountability: Takes responsibility for completing assigned activities and thinks beyond standard approaches to provide high-quality work/service. - Stewards Organizational Resources: Displays understanding of how personal actions will impact departmental resources. - Makes Data Driven Decisions: Uses accurate information and good decision making to consistently achieve results on time and without error. Fostering Innovation: - Generates New Ideas: Willingly proposes/accepts ideas or initiatives that will impact day-to-day operations by offering suggestions to enhance them.- Applies Technology: Absorbs new technology quickly; understands when to utilize the appropriate tools and procedures to ensure proper course of action. - Adapts to Change: Embraces changes by keeping an open mind to changing plans and incorporates change instructions into own area of work.

Position Qualifications:

Work Experience:

Relevant Work Experience

Experience Level:

Less than 1 year

Education:

Bachelor's

This role offers the opportunity to make a meaningful impact within Vanderbilt Health, supported by a comprehensive benefits package which may include health, disability, retirement and/or wellness offerings to enhance your well-being and professional growth.

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.