The Program Manager is part of the Vanderbilt Program in Interprofessional Learning (VPIL) team within the Office of Undergraduate Medical Education, School of Medicine, at Vanderbilt University and is a key manager responsible for the creation, coordination, execution, and growth of the course support logistics for VPIL--a two-year elective program (~80 total students, ~20 are Vanderbilt medical students) imbedded in the MD curriculum, bringing together students from five different professions to form interprofessional teams for a longitudinal, clinic-based experience. Each team consists of a future doctor, nurse practitioner, pharmacist, and counselor or social worker. Over the course of this program, students find significant value in work-based learning, longitudinal clinical experiences, and the value of interprofessional teams to better deliver patient care.
This position provides supervision and management of one team member. Administratively directly to the OUME Departmental Administrator with functional dotted-line reporting to two faculty program co-directors, the Program Manager regularly collaborates with interprofessional faculty from five different programs and 3 different universities, and other course support staff, instructional designers, and campus offices.
About the Work Unit:
The Office of Health Sciences Education (OHSE) governs the range of educational activities of The Vanderbilt University School of Medicine, including administering degree programs that provide students with the knowledge, skills, and attitudes they will need to practice safe, effective, ethical, evidence-based, and patient-centered health care in the 21st century. OHSE is dedicated to the ultimate goal of healthy, thriving persons and communities, and we strongly support efforts towards the health equity upon which such a goal rests. Our mission is to educate diverse, socially and culturally accountable future medical leaders who are prepared to work toward larger systemic changes, understand social determinants of health, and promote equity and justice within their local and global communities. The dedicated staff in OHSE work collectively in service of this mission by providing a range of support for our students, faculty and fellow staff including academic program administration, education design and informatics, financial and administrative oversight, student services and education research resources.
The mission of the Office of Undergraduate Medical Education is to administer an educational program towards the MD degree that is both informed by and contributes to an evolving understanding of learning science. OUME embraces the principle that the best curriculum is one that mirrors the values of the medical profession, and our unique curriculum integrates basic sciences and scholarly foundations of medicine with clinical sciences. Our educational leadership constantly strives for excellence, responds to and incorporates changes in medical knowledge and practice, treats all members of the learning community with respect, and seeks best evidence to inform curricular design and implementation.
Key Functions and Expected Performance:
Is the administrative face of the program; routinely representing the faculty and programs to administrative staff in regular meetings and communications; further representing the faculty and programs to students and partner institutions and clinic sites via written communication, announcements, and calendaring.
Collaborates with faculty co-directors, course directors and instructional designers on faculty development opportunities, including online modules, in-person meetings, and written communications, so faculty can understand program requirements and enhance their own professional development.
Creates and maintains appropriate documentation of program activities to track program outcomes and to ensure compliance with Vanderbilt's internal policies and procedures and School of Medicine accreditation and compliance requirements.
Recommends and implements (with leadership input) improvements to the program including evolving and implementing new and efficient processes to create time, energy, and space for innovation within the curriculum.
Supervises the day-to-day effort for one staff member, ensuring team is working toward common goals and intended outcomes via assigning, prioritizing, and reviewing tasks; offering coaching and coordinating training opportunities; providing technical and professional guidance; and delivering regular constructive performance feedback in alignment with expectations of the Office and VPIL needs.
Creates and maintains a program database and appropriate documentation of program activities staying compliant with Vanderbilt's internal policies and procedures, as well as School of Medicine accreditation requirements.
Empowered to make on-site decisions to resolve problems brought forth by faculty and student participants, suppliers, and vendors.
Provides logistical planning and execution support for special events (e.g., annual program orientation, annual Capstone event, faculty meetings, etc.), including reserving space, working with catering, transportation, registration, equipment, and overseeing the coordination and execution of the event.
Manages VPIL newsletter, website, and Facebook page, keeping all preceptors, students, faculty, and stakeholders updated on the progress of the program.
Actively monitors high-traffic shared email inbox, providing timely and professional response or direction as needed to ensure quality support for program correspondence.
Prepares essential position information for Book of Knowledge (internal training guide) for review and/or for others who may have to assist with the program.
Identifies, researches, and selects the facilities necessary for program activities such as student orientations, intensive course bootcamps, didactic sessions, and simulations to ensure smooth course operations and successful learning and teaching experiences for the VPIL students and faculty.
Enriches positive team dynamics and successful operational procedures by routinely engaging in a variety of self-assessment opportunities (annual reviews, team meetings, data analysis) and continuously reflects on individual performance and contributions.
May negotiate and monitor agreements for the procurement of services, supplies, and equipment, ensuring keen attention to detail and compliance with Vanderbilt University policies and guidelines.
Collaborates with the Departmental Administrator and faculty leadership on creating the budgetary proposal for the program by using past and future budget models and adjusting monetary requests based on trends and anticipation of needs.
Monitors expenditures and consults on allocation of funds throughout the program, exercising control and keeping the program on or under budget.
Special projects and other duties as needed.
This position does have supervisory responsibility for one full-time staff member. May have graduate student oversight as needed within the program. This position reports administratively to the OUME Departmental Administrator and functionally to two faculty VPIL co-directors.
Education and Certifications:
A Bachelor's degree from an accredited institution of higher education is necessary.
A Master's degree from an accredited institution of higher education is preferred.
Experience and Skills:
Five years of experience in higher education or program administration is preferred.
Experience with a learning management system or other complex system is preferred .
Established computer skills, specifically proficient use of Microsoft Excel, are necessary .
Established project management skills are necessary .
Prior experience with REDCap, Qualtrics or other survey software is preferred.
Commitment to Equity, Diversity, and Inclusion
At Vanderbilt University, we are intentional about and assume accountability for fostering advancement and respect for equity, diversity, and inclusion for all students, faculty, and staff. Our commitment to diversity makes us who we are. We have created a community that celebrates differences and lets individuality thrive. As part of this commitment, we actively value diversity in our workplace and learning environments as we seek to take advantage of the rich backgrounds and abilities of everyone. The diverse voices of Vanderbilt represent an invaluable resource for the University in its efforts to fulfill its mission and strive to be an example of excellence in higher education.
Vanderbilt University is an equal opportunity, affirmative action employer. Women, minorities, people with disabilities and protected veterans are encouraged to apply.
Please note, all candidates selected for an offer of employment are subject to pre-employment background checks, which may include but are not limited to, based on the role for which they have been selected: criminal history, education verification, social media review, motor vehicle records, credit history, and professional license verification.
Vanderbilt University is a center for scholarly research, informed and creative teaching, and service to the community and society at large. Vanderbilt will uphold the highest standards and be a leader in the quest for new knowledge through scholarship, the dissemination of knowledge through teaching and outreach, and the creative experimentation of ideas and concepts. In pursuit of these goals, Vanderbilt values most highly intellectual freedom that supports open inquiry, equality, compassion, and excellence in all endeavors.