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. It is a place 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.
The Program Manager for the Division of Hematology / Oncology provides leadership, management, and support for the Division's T32 Research Training Program, K12 Research Career Development Award, faculty recruitment process, and Divisional outreach and engagement initiatives. The Program Manager will accomplish this by working closely with and providing high-level support to the Division Director. The Program Manager will work with other key stakeholders in the Division, Department and School to understand and analyze operational procedures, requirements, processes and/or other needs as specified by Vanderbilt University Medical Center and Federal funding agencies.
Key Functions and Expected Performance
T32 Training Grant / K12 Career Development Award Management (60%)
Coordinate appointment changes and personnel actions with the GME office and other appropriate areas for all trainees
Maintain a body of knowledge about training and individual fellowship awards in order to advise trainees and potential trainees on the application process, regulations, and award components
Develop and distribute procedures and protocols that are used to help students understand the grant writing and submitting process, both on a university and federal level
Create and distribute templates for components of the fellowship grant that describe training and responsible conduct in research practices
Preparation of annual progress reports for the T32 and K12 NIH grants
Preparation and completion of Notice of Termination reports for trainees completing service on the grant as required for accounting reconciliation
Assist with data collection for required NIH data tables and written components of competing renewals and the annual progress report
Work with trainee's department and PI to ensure timely submission and answer questions regarding the budget and other components of the grant
Provide a resource for submission of trainee manuscripts to NIH PubMed Central
Maintain a calendar of application dates and milestones
Prepare documentation and obtain proper authorization for post-award grant requests such as extensions and leaves of absence
Coordinate quarterly meetings of the Internal and External Advisory Committees
Plan and coordinate K12 Awardee / Mentor Retreat
Ensure dates encourage highest level of faculty participation
Plan logistics of meeting, invite and arrange travel for external advisor
Coordinate the meeting agenda with Division leadership and other outside parties
Other Divisional Project Management (25%)
Coordinate letters of support for faculty or trainees, to include writing drafts, fielding letter requests, and obtaining signatures
Organize and coordinate Divisional receptions, symposiums, retreats and various other outreach activities
Plans annual Division receptions at ASCO and ASH
Secures event location, menu, and entertainment
Coordinate Save the Date mailing, reception invitation and RSVP list for invitees (several hundred); invitees include current and formal faculty, former fellows, and other non VUMC collaborator
Collaborate with the Medical Alumni Association, VICC, or other organizational units to promote and publicize the event
Co-host and photograph event and conference; update social media accounts
Project coordinator for national activities specific to the research focus of the Division Director
Example: the Renal Medullary Carcinoma (RMC) Alliance
Along with the Division Director, the Executive Assistant plans the RMC international meeting including tracking attendees, creating the agenda and announcements, and providing editorial support for publications that follow the annual meeting.
Example: Kidney Cancer Association Patient and Survivor Meeting
Work with the KCA to obtain funding for, promote and publicize the event
Promote the event through various VUMC venues
Coordinate facilities, food services, and meeting support
Work with the Development Office on the planning of philanthropic / outreach events
Ensure faculty recognition for significant publications, grant awards, promotions and other leadership positions for Division faculty
Manage Division social media accounts
Coordinate the Faculty retreat—venue, facilities, agenda, food service
Communicate, implement, interpret, and revise goals, policies and procedures as appropriate
Ensure that data and records will be created and maintained (per department and University guidelines) to document financial, planning, correspondence, procedures, processes and other information necessary to reflect project activities
Resolve problems and answer inquiries concerning project activities
Miscellaneous Division Support (15%)
Supervisory role for Lead Administrative Assistant (Assistant to the Division Director)
With operational support from the Lead AA, coordinate Division-wide meetings, conferences, interviews, and travel arrangements for faculty candidates, Division VIPs, etc.
With operational support from the Lead AA, assist the Division Director with all new faculty appointment requests, faculty reappointments requests, and promotion and tenure requests; compile reports and documents as needed for the Division Director
Serve as guest travel coordinator for Division
VUMC Recent Accomplishments
Because we are committed to providing the best in patient care, education and research, we are proud of our recent accomplishments:
US News & World Report: #1 Hospital in Tennessee, #1 Health Care Provider in Nashville, #1 Audiology ( Bill Wilkerson Center ), 12 adult and 10 pediatric clinical specialties ranked among the nation's best, #15 Education and Training
Truven Health Analytics: among the top 50 cardiovascular hospitals in the U.S.
Becker's Hospital Review: one of the "100 Greatest Hospitals in America"
The Leapfrog Group: grade "A" in Hospital Safety Score
National Institutes of Health: among the top 10 grant awardees for medical research in the US
Magnet Recognition Program: Vanderbilt nurses are the only group honored in Tennessee
Nashville Business Journal: Middle Tennessee's healthiest employer
American Hospital Association: among the 100 "Most Wired" medical systems in the US
Vanderbilt University Medical Center is home to Vanderbilt University Hospital, The Monroe Carell Jr. Children’s Hospital at Vanderbilt, the Vanderbilt Psychiatric Hospital and the Vanderbilt Stallworth Rehabilitation Hospital. These hospitals experienced more than 61,000 inpatient admissions during fiscal year 2015. Vanderbilt’s adult and pediatric clinics treated nearly 2 million patients during this same period.Vanderbilt University Hospital and the Monroe Carell Jr. Children’s Hospital at Vanderbilt are recognized again this year by U.S. News & World Report’s Best Hospitals as among the nation’s best with 18 nationally ranked specialties. Vanderbilt University Medical Center is world renowned because of the innovation, work ethic and collegiality of its employees. From our health care advances to our compassionate care, Vanderbilt owes its accomplishments and reputation to staff and faculty who bring skill and drive and innovation to the medical center day after day. World-leading academic departments and comprehensive centers of excellence pursue scientific discoveries and transformational educational and clinical advances across the entire spectrum of health and disease.As th...e largest employer in middle Tennessee, we welcome those who are interested in ongoing development in a caring, culturally sensitive and professional atmosphere. Most of us spend so much of our lives at work, we want to be part of maintaining a workplace in which people support one another and encourage reaching for excellence. Many high-achieving employees stay at Vanderbilt because of the professional growth they experience and because of their appreciation of Vanderbilt’s benefits, public events and discussions, athletic opportunities, beautiful setting and, above all, sense of community and purpose.Vanderbilt and its employees share a set of mutual expectations that have been created with productivity, legality, fairness and safety always in mind. We believe that our investment in training and compensating employees multiplies in value when we enable individuals to deliver their best performance for the benefit of us all.