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.
Vanderbilt's Department of Emergency Medicine is a leader in clinical care, education, and research. Our combined emergency departments see over 130,000 patients annually. We are the only adult and pediatric Level 1 trauma center in middle Tennessee. Our Chairman and Residency Director make education their number one priority by teaching a morning conference 5 days a week, 52 weeks per year in addition to directing the residency's five required hours of didactics each week. Every faculty member and upper level resident views excellent teaching as part of his or her responsibilities. For more information, please visit https://vanderbiltem.com/ .
· In your rewarding and pivotal role as Program Manager, you will assist with conferences, grand rounds, etc. You will help the Residency Director with projects. You also will assist current residents in meeting their academic/career goals, enter survey information, and/or Rank Lists to meet deadlines. The ability to meet deadlines consistently is an integral part of this function. Additionally, this position works with the following computer applications: ERAS (Electronic Residency Application Service). The needs of the job can vary from day to day in this busy, demanding career, and flexibility is a must!
Provides support and meets regularly with the Program Director (PD) concerning office management issues and activities and the status of projects. Identifies and evaluates the methods for improving workflow and cost effectiveness and makes recommendations to the PD for improvements. May assist in program-level policy development.
Interprets and applies ACGME, other national accrediting agencies, and hospital policies to support compliance.
Provides both administrative supervision and support to residents/fellows. Acts as a liaison between residents and hospital administration when necessary. Establishes relationships and acts as a liaison to other hospitals, internal departments, and divisions regarding resident recruitment, orientation, program Affiliation Agreements, and external rotations.
Oversees department-level trainee orientation.
Informs residents and trainees of inter-and intradepartmental policy and procedure changes, with assistance from GME office.
Tracks, reports, and ensures compliance with procedures regarding duty hours, working environment, moonlighting, annual contracts, and credentialing at participant sites.
Manages materials for specialty-specific trainee exams.
Develops, implements, and oversees the maintenance of filing, record keeping, distribution of materials, and other types of office/program systems. Evaluates and standardizes office procedures and effectively troubleshoots and resolves issues.
Maintains databases with resident and faculty data, including New Innovations and annual updates in ADS.
Manages the evaluative processes of the trainees, program, faculty, and rotations.
Develops and distributes call schedule for faculty and residents.
Oversees all purchasing for the program. Orders equipment and supplies for the training office.
Plans departmental events including recruitment, orientation, graduation, annual retreat, resident courses, as well as various meetings and program-related events.
Organizes meetings and prepares and distributes materials for conferences and lectures. Develops brochures, invitations, or advertisements for events/lectures.
Creates and/or maintains external program website. Creates/edits annual publications regarding the program.
Maintains the ERAS database and oversees its processes during the Residency Recruitment season.
Performs all Match responsibilities and corresponds with newly matched residents about requirements and process for appointment to the hospitals. Assists with quota review and rank list entry and certification in NRMP.
Tracks and processes initial paperwork for visa requests, in conjunction with the ECFMG TPL.
Verifies trainees' status and activities as needed.
Assists in the preparation for annual reviews of programs, ACGME Self-Study Visits and Internal reviews.
Assists in monitoring resident/fellow duty hours and operative/case experience via regular review of data reports.
Participates in continuing education and professional development activities related to GME institutionally and nationally; should participate in national committees and educational organizations.
Performs other duties as assigned by the Program Director.
SKILLS, ABILITIES AND COMPETENCIES:
Excellent written and verbal communication skills.
Ability to organize information.
Ability to handle sensitive information with absolute confidentiality.
Working knowledge of software applications including Microsoft Word, Excel and PowerPoint. Experience with New Innovations preferred
Ability to make decisions independently or to escalate issues as needed.
Provides administrative supervision and guidance to residents/fellows regarding administrative issues, due dates and deadlines. May supervise, train and guide new coordinators or administrative assistants within the residency program.
Responsible for recurring purchase orders for the residency program, processing all check requests, and paying bills associated with the program's activities.
PROGRAM MANAGEMENT (INTERMEDIATE): - Planning, organizing, and managing resources to bring about the successful completion of specific program goals and objectives.
PEER LEADERSHIP (INTERMEDIATE): - The ability to show leadership and influence people of equal rank in an effort to accomplish team goals.
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.
QUALITY MANAGEMENT (INTERMEDIATE): - Developing a systematic process of checking to see whether a process or service is meeting specific requirements.
NETWORKING (INTERMEDIATE): - Build relationships through industry contacts, professional organizations and individuals.
PROCESS IMPROVEMENT (INTERMEDIATE): - Identifies, analyzes and improves upon existing business processes for optimization and to meet standards of quality.
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.
SUPPORTING COLLEAGUES (P2):
Develops Self and Others: Invests time, energy and enthusiasm in developing self/others to help improve performance 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 (P2):
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 (P2):
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 (P2):
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 (P2):
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.
· Bachelor's Degree
· 3 years of relevant experience
· High attention to detail
· Excellent verbal and written communication skills
· Have Notary Public license
· Any ACGME (Accreditation Council for Graduate Medical Education)
· Position is exempt, and flexibility is key. Typically, you will be in the office 7:00AM-4:00PM, but the ability to work some evenings and weekends is a must. The position will involve approximately 10% travel to attend the annual resident retreat (in state) and usually one annual conference.
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 Middle 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 disea...se.
As the 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.