Program Manager - ON SITE

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:

Ortho & Rehab Residency Program

Job Summary:

In your pivotal role as Program Manager, you will support day-to-day program operations by coordinating schedules, managing high-volume communication, and helping ensure a smooth experience for students and faculty. You will play a key role in organizing interview logistics, maintaining rotation schedules, and producing clear, professional program communications and materials.

Work Schedule & Location
Schedule: Monday–Friday, traditional daytime business hours
Location: On-site at **Vanderbilt Medical Center East, South Tower (may be opportunity for remote hybrid after 6 months).

Key Duties/Tasks
- Coordinate rotation schedules**
- Maintain and update rotation schedules and related trackers
- Monitor changes and communicate updates to appropriate stakeholders

Interview coordination and logistics
- Set up interviews, including scheduling and confirming participants
- Send invitations and instructions, and manage reschedules as needed

Communication and stakeholder support
- Serve as a primary point of contact for program-related questions
- Communicate with **medical students and faculty** as needed to gather information, confirm details, and ensure alignment
- Manage a high volume of email communication with professionalism and timely follow-through
- Program materials and visual content creation**
- Create and update program communications and materials using **Canva**
- Adapt Canva content into other formats/composites (e.g., combining assets, formatting for different uses, and preparing polished deliverables)

Required Qualifications
- Strong organizational skills and ability to manage multiple priorities simultaneously
- Demonstrated experience scheduling meetings/interviews and coordinating calendars
- Excellent written communication skills and comfort with high-volume email correspondence
- Proficiency with Canva and ability to produce professional, clear materials
- High attention to detail and commitment to accurate scheduling and documentation

Preferred Qualifications
- Experience supporting academic, healthcare, or education-related programs
- Familiarity working with students and faculty in a professional setting
- Experience adapting content across platforms (e.g., Canva to PDFs, slide decks, or other deliverables)

Skills & Attributes for Success
- Responsive, service-oriented communication style
- Ability to work independently while collaborating with multiple stakeholders
- Strong follow-through, discretion, and professionalism
- Comfortable working in a fast-paced environment with frequent scheduling changes

.

DEPARTMENT SUMMARY:

At Vanderbilt, we pride ourselves on providing an exceptional training experience that prepares our residents to become future leaders in orthopaedic surgery. Our program is designed to provide you with an unsurpassed clinical experience, ensuring that you are exposed to a range of orthopaedic conditions and can develop expertise across various subspecialties. Our residents enjoy a high-volume clinical experience in the operating room, clinic, and emergency department. We believe that exposure to a wide variety of cases, including complex and challenging ones, is crucial for your growth as a surgeon. For more information, please visit MS4 Clerkship | Department of Orthopaedic Surgery.

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.