Program Manager, Pediatrics Chair

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Company: Vanderbilt University Medical Center
Location: Nashville, TN

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Program Manager, (Pediatrics Chair )

1913256


JOB SUMMARY:
Assists in planning, coordinating and executing programs with some guidance. Primarily supports Department in Staff Engagement Activities and HR activities. Provides secondary support to Communications Consultant for Department Website coordination and Chair’s office event planning.

KEY RESPONSIBILITIES:


STAFF ENGAGEMENT COMMITTEES

Assist Department Administrator (DA) in ensuring success of staff engagement committees.

  • Assist in planning for staff engagement opportunities throughout the year.
  • Act as liaison between committees and DA, communicate and encourage creative ideas to help to sustain the effectiveness of the engagement programs.
  • Coordinate Town Halls, annual brainstorming session and appreciation lunches
  • Attend Committee meetings and events; ensure committee meetings are occurring regularly and facilitate communication between the committees
  • Provide annual summary and monthly updates of committee accomplishments and ongoing plans
  • Develop and oversee annual budget for all committee expenditures
  • Coordinate the monthly staff award process (leadership approvals, check requests, communications)


HUMAN RESOURCES SUPPORT

Work with departmental HR Manager to ensure VUMC, SOM and Pediatric policies and procedures are followed and requirements are met. Maintain a thorough understanding of confidentiality requirements and expectations and apply them strictly to the responsibilities of this position.


Recruitment and Hiring – Must have a thorough understanding of the approval, posting and hiring processes for staff, temporary and student worker positions. Will act as lead in the recruitment of student workers, assist Manager with processes for other positions and act as coverage for Manager as needed.

  • Recruit, hire and manager student workers for Chairman’ Division of Pediatrics.
  • Identify and follow the appropriate process to recruit and hire staff and temporary employees, working closing with the Administrative Officers and ensuring that documentation is accurate and complete.
  • Obtain the appropriate approvals for position requests and submit positions for posting.
  • Communicate with Chairman’s Office, Recruitment and HR Business Partner as needed.
  • Supervise Sr. Admin Assistant for Chairman’s Division


FMLA – Must have a thorough understanding of the FMLA process for faculty, staff and housestaff

  • Provide instructions for employees to submit FMLA requests
  • Ensure required process is followed and approvals are received
  • Maintain log of FMLA status for those taking leave
  • Submit ePac entries to change status as leave starts, progresses, and ends
  • Submit center changes for faculty taking Parental Leave, coordinating with AO as necessary
  • Communicate with Lead AA’s, Fellowship/Residency Coordinators and VUMC FMLA team as needed
  • Recognize situations in which Manager should be consulted and refer employee to Manager as needed
Other
  • Update faculty and staff certification and license renewals in CATS database
  • Submit badge requests accurately, following VUMC requirements
  • Partner with Manager in trouble-shooting Kronos issues as needed
  • Maintain a knowledge of resources to whom others can be referred to assist with requests
  • Submit Additional Pays in ePac as requested
WEBSITE & MEETING SUPPORT

  • Support the Communications Consultant with the Departmental website including assisting with the migration activities from current site to new platform and assisting with tracking/coordinating activities to ensure maintenance of new site

  • Assist in meeting/event planning activities for Chair’s office


Position Qualifications:

Required:
Bachelor’s Degree (or equivalent experience) and 3 years experience


Position Shift:
Exempt/Day Shift (Full Time)

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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. 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.


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), 9 adult and 9 pediatric clinical specialties ranked among the nation’s best, #15 Education and Training
  • Truven Health Analytics: among the top 100 hospitals in the US
  • 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
  • American Association for the Advancement of Science: 12 faculty members elected fellows in 2014
  • Magnet Recognition Program: Vanderbilt nurses are the only group honored in Middle Tennessee
  • Nashville Business Journal: Middle Tennessee’s healthiest employer
  • American Hospital Association: among the 100 “Most Wired” medical systems in the US

  • CA

Program Manager
Pediatric Chairman’s Division

SUMMARY

REQUIREMENTS

Bachelor’s Degree with some experience as a successful leader and coordinator.
Must be proficient in MS Word, Excel, and PowerPoint;
Must be able to develop a high level of trust with others and maintain strict confidentiality as required.
Excellent project management skills required.
Some website experience preferred.

Basic Qualifications


Physical Requirements/Strengths needed & Physical Demands:

  • Sedentary category requiring exertion up to 10 lbs. of force occasionally and uses negligible amounts of force to move objects. Sedentary work involves sitting most of the time.


Movement

  • Occasional: Standing: Remaining on one’s feet without moving.
  • Occasional: Walking: Moving about on foot.
  • Occasional: Lifting under 35 lbs: Raising and lowering objects under 35 lbs from one level to another
  • Occasional: Carrying under 35 lbs: Transporting an object holding in hands, arms or shoulders, with help of coworkers or assistive device.
  • Occasional: Push/Pull: Exerting force to move objects away from or toward.
  • Occasional: Reaching above shoulders: Extending arms in any direction above shoulders.
  • Frequent: Sitting: Remaining in seated position
  • Frequent: Reaching below shoulders: Extending arms in any direction below shoulders.
  • Frequent: Fingering: Picking, pinching, gripping, working primarily with fingers requiring fine manipulation.
  • Frequent: Bimanual Dexterity: Requiring the use of both hands.


Sensory

  • Continuous: Communication: Expressing or exchanging written/verbal/electronic information.
  • Continuous: Auditory: Perceiving the variances of sounds, tones and pitches and able to focus on single source of auditory information
  • Continuous: Vision: Clarity of near vision at 20 inches or less and far vision at 20 feet or more with depth perception, peripheral vision, color vision.
  • Continuous: Smell: Ability to detect and identify odors.


Environmental Conditions

  • Occasional: Chemicals and Gasses: Medications, cleaning chemicals, oxygen, other medical gases used in work area.