Senior Program Manager- Pediatric Infectious Disease

Sr. Program Manager

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 : Pediatric Infectious Disease

Job Summary : In your pivotal role as Sr. Program Manager, you will provide leadership for the creation, coordination, execution, and growth of complex programs independently. You also will provide leadership to support programs that are expected to experience significant change, expansion, or evolution over time. You will be tracking effort and ensuring that grants are in place while also projecting priority. There are multiple grants, and you will track the progress reports. This is a very busy and fast-paced team. You should be able to work with the team but also fully function independently. Again, teamwork is essential. You also need to be able to multitask and exhibit great flexibility. The ability to prioritize complex tasks with a positive attitude is essential. Proficiency in the following software : Excel building and maintaining budgets; Working within WorkDay. Overview of your role will include, but not be limited to :

• Overseeing effort reporting for the team
• Working with oversee financial reports
• Keeping track of all the contracts
• Keeping track of outgoing and incoming invoices
• Overseeing grant submission for my team make sure the budget justification, biosketches, facilities, equipment are up to date
• Overseeing my international program - Jordan research projects and future collaborations (e.g. Peru)
• Providing progress reports
• Helping create and maintain team website
• Maintaining calendar for important due date
• Overseeing patient payments process for all studies
• Working with teammate to ensure each study that is starting a payment process is being done following the guidelines (working with teammate) and then all goes to teammate in streamlined way; will frequently have to trouble-shoot with teammate as issues arise or follow up on returned checks or payments not received.
• Team devices keeping track of laptops and iPads that our team has; will work with IT to set up all new ipads and will "clean them up" when they get turned in. It is possible the iPad process will change the next time we have to buy new ones based on updated IT policies.
• Contracts - This is managed by admin team, but you will need to give input from someone who understands what work will be done to answer questions correctly
• Hiring - Interview new candidates and on boarding process
• Working with teammate to make sure all administrative details are sorted prior to a person starting
• Teammate creates welcome letter. This letter should tell the new person who their supervisor is and at least their day 1 schedule information, and who on the team they should be connecting with
• You will tell teammate what devices and desk the new person is assigned and tells teammate who will be their supervisor and who they should connect with
• Work through the onboarding checklist, or determine who on the team will work through the onboarding checklist
• Orientation database you will maintain this
• Maintain team roster and key information is filled and periodically updated
• Grants
• Progress Reports after funded
• Oversee Budget
• Budget Justification - make sure descriptions are up to date
• Biosketch preparations oversee accurate and collection from all Co-Is
• Other support Financials
• Manage primary grants
• Minimum monthly financial report
• Review charges to confirm they are appropriately charging
• Oversee large orders
• Coordinate lab supplies and equipment charges
• Standardized invoices
• Invoices to subs
• Invoices from subs
• Project financials
• Manage service contracts
• Oversee start and stop dates for subcontracts
• Oversee VCC charges
• Oversee core charges
• Oversee reconciling of research lab charges

Department Summary : For 50 years, the Division of Pediatric Diseases at VUMC has been dedicated to excellence in patient care, training, and research in pediatric infectious diseases. Our mission is to foster knowledge through research, teaching, and training of physicians and scientists, as well as the delivery of superb clinical care, with the overarching goal of improving childhood health. We are home to a diverse group of physicians, nurses, pharmacists, and scientists whose professional interests span across multiple areas of pediatric infectious diseases.

Key Responsibilities :

Program Management

Peer Leadership

Financial Processes

Quality Management

Technical Capabilities

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 :