Program Manager

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:

Allied Health

Job Summary:

In your pivotal role as Program Manager, you will serve as the primary coordinator and database administrator for the Allied Health & Nurse Scholars Visiting Student program, overseeing end-to-end tracking, onboarding, and institutional coordination for visiting learners across Vanderbilt University Medical Center. You will maintain accurate records and analyze and synthesize data from multiple systems to produce monthly reports, identify trends, forecast visiting student activity, support strategic decision-making, and communicate actionable insights to leadership and stakeholders.

You will lead onboarding and offboarding processes, including CPiAH requirements, Workday student entry and termination, student transfers and rotation extensions, compliance verification, and distribution of pre-arrival communications and exit surveys to clinical departments and sending institutions. You will manage multiple enterprise platforms and data sources-such as the Allied Health & Nurse Scholars Student Database, Orbund, VUMC Access, and the Learning Exchange-to ensure data integrity, student status accuracy, credential verification, and audit-ready documentation.

You will act as the primary point of contact for initiating and managing affiliation agreements and contracts between VUMC and allied health schools. You will independently manage a large contract portfolio (200+ agreements) in PEER, including new contracts, renewals, amendments, and expirations, and route documents for execution via Adobe Sign while maintaining contract-related correspondence and inbox support.

You will support enterprise needs tied to teaching activity tracking for Medicare reimbursement by leveraging visiting student data and producing Excel-based reports for leadership and clinical departments. You will also maintain and update key communication tools and program resources, including GAL-based email inboxes for visiting students, SharePoint content, the Allied Health Visiting Student website, and MS Forms/Power Apps intake and request forms, along with onboarding guides and links. Throughout, you will provide responsive customer service via meetings, phone calls, and email with students, clinical departments, and Vanderbilt Health partners, and you will submit operational support tickets (Pegasus/eStar), coordinate badge requests through the Vanderbilt Health Card Office, and submit Microsoft Store F3 requests for email access as needed.

This role will allow you to influence the experience of hundreds of students, academic partners, and clinical departments. You will help shape how future healthcare professionals engage with Vanderbilt and directly support workforce development efforts. Rather than managing a single program, you will become a key connector between education and operations.

Required:

• Bachelor's Degree (or equivalent experience)
• Minimum 3 years of relevant experience

Preferred Competencies:

• Program Operations Management
• Contract Management
• Data Management & Reporting
• Healthcare Compliance
• Stakeholder Management
• Customer Service Mindset

Preferred Skills:

· MS Forms, Power Apps

· Power Automate

· Database management systems

· Contract management systems

· Adobe Sign

· Reporting tools

You are an ideal candidate if you are a highly organized operations professional who thrives in complex, fast-paced administrative environments with many moving parts. You are equally comfortable managing databases and reporting, contracts and affiliation agreements, onboarding/offboarding workflows, compliance requirements, and high-volume stakeholder communications. You bring a strong attention to detail, a process-driven mindset, and a proactive approach to identifying gaps and improving workflows. You enjoy creating order from complexity and can confidently manage hundreds of active student placements and contracts at once-ensuring nothing falls through the cracks..

You will work in a hybrid model that supports flexibility. On-site days at 2525 West End Ave. will vary based on business needs and could change week to week.

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Job Description

DEPARTMENT SUMMARY:

The Center for Programs in Allied Health (CPiAH) welcomes you. The central hub of allied health education at Vanderbilt University Medical Center (VUMC), CPiAH manages a variety of educational and clinical training programs. CPiAH serves under the larger umbrella of VUMC's Office of Health Sciences Education. For more information, please visit https://www.vumc.org/allied-health-education/welcome.

KEY RESPONSIBILITIES

• Oversees the creation, coordination and execution of the program.
• Provides budgetary management to the program.
• Provides training and guidance for individuals supporting the program.
• Promotes growth and expansion of the program.
• The responsibilities listed are a general overview of the position and additional duties may be assigned. TECHNICAL CAPABILITIES
• Program Management (Intermediate): Planning, organizing, and managing resources to bring about the successful completion of specific program goals and objectives.
• Financial Processes (Intermediate): Ability to monitor costs, expenses and revenue as well as the ability to manage those costs and expenses in relation to budgeted amounts.
• Process Improvement (Intermediate): Identifies, analyzes and improves upon existing business processes for optimization and to meet standards of quality.
• Peer Leadership (Intermediate): The ability to show leadership and influence people of equal rank in an effort to accomplish team goals.
• Networking (Intermediate): Build relationships through industry contacts, professional organizations and individuals.
• Quality Management (Intermediate): Developing a systematic process of checking to see whether a process or service is meeting specific requirements.

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: Executes job responsibilities with the understanding of how output would affect and impact other areas related to own job area/team with occasional guidance. Problem Solving/ Complexity of work: Analyzes moderately complex problems using technical experience and judgment. Breadth of Knowledge: Has expanded knowledge gained through experience within a professional area. Team Interaction: Provides informal guidance and support to team members.

Core Capabilities :

Supporting Colleagues:- Develops Self and Others: Invests time, energy, and enthusiasm in developing self/others to help improve performance e and gain knowledge in new areas.- Builds and Maintains Relationships: Maintains regular contact with key colleagues and stakeholders using formal and informal opportunities to expand and strengthen relationships.- Communicates Effectively: Recognizes group interactions and modifies one's own communication style to suit different situations and audiences. Delivering Excellent Services:- Serves Others with Compassion: Seeks to understand current and future needs of relevant stakeholders and customizes services to better address them.- Solves Complex Problems: Approaches problems from different angles; Identifies new possibilities to interpret opportunities and develop concrete solutions.- Offers Meaningful Advice and Support: Provides ongoing support and coaching in a constructive manner to increase employees' effectiveness. Ensuring High Quality: - Performs Excellent Work: Engages regularly in formal and informal dialogue about quality; directly addresses quality issues promptly.- Ensures Continuous Improvement: Applies various learning experiences by looking beyond symptoms to uncover underlying causes of problems and identifies ways to resolve them. - Fulfills Safety and Regulatory Requirements: Understands all aspects of providing a safe environment and performs routine safety checks to prevent safety hazards from occurring. Managing Resources Effectively: - Demonstrates Accountability: Demonstrates a sense of ownership, focusing on and driving critical issues to closure.- Stewards Organizational Resources: Applies understanding of the departmental work to effectively manage resources for a department/area.- Makes Data Driven Decisions: Demonstrates strong understanding of the information or data to identify and elevate opportunities. Fostering Innovation:- Generates New Ideas: Proactively identifies new ideas/opportunities from multiple sources or methods to improve processes beyond conventional approaches.- Applies Technology: Demonstrates an enthusiasm for learning new technologies, tools, and procedures to address short-term challenges.- Adapts to Change: Views difficult situations and/or problems as opportunities for improvement; actively embraces change instead of emphasizing negative elements.

Position Qualifications:

Responsibilities:

Certifications:

Work Experience:

Relevant Work Experience

Experience Level:

3 years

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.