Vanderbilt University Medical Center Assoc Program Manager in Nashville, Tennessee

Associate Program Manager (Anesthesiology)

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About the Department :

The Vanderbilt Department of Anesthesiology is engaged in supporting implementation of ImPACT Africa, a clinical training, capacity building and research program in Kenya. Candidate will serve as a program coordinator, working with a team of faculty, residents and administrators in the Department of Anesthesiology and in Kijabe, Kenya to provide administrative support to the implementation of the GE Foundation and CGI funded programs and possibly other programs implemented in Kenya or the East Africa region. This program is a grant funded position.


Assists in planning, coordinating and executing programs with some guidance.

Reports to:

Professor and Vice Chair, Anesthesiology Educational Affairs Office

(& Nashville-based PI of the ImPACT Africa & CGI grants)

Duties and Responsibilities:

· Work with the Nashville and Kenya-based PIs; Kenya-based Program Coordinator; and Nashville-based administrative/financial team to develop annual FY budget work plans; monitor Gantt Charts progress, apply for continuation applications (including budget development); facilitate annual grant reports and any other donor or host-country requested reporting for ImPACT Africa.

· Work with Nashville-based PI and the Department’s financial team to ensure that actual expenditures are on track according to budget plans; and project for FY spending

· Assist in and oversee the execution of sub-agreements between the Department and external vendors/service providers by drafting or editing scopes of work (SOW), developing sub-agreement budgets and reviewing plans for monitoring progress of contract deliverables and expenses; Ensure that all vendors are registered in Vanderbilt’s Procurement system

· Work with the Department’s administrative team and with Director of Global Health Initiatives to ensure compliance by the ImPACT Africa team with all Vanderbilt and donor specific rules and regulations in the implementation of ImPACT Africa (including e-Procurement, and export control)

· Maintain the DropBox (BOX) file system created for ImPACT Africa and VIA to ensure clarity of files and consistent knowledge management and data capture (including all photos, success stories, media, etc.)

· Participate in monthly operations call with Nashville and Kenya based PIs and Kenya-based Program Coordinator; serve as liaison to GE Foundation, CGI, and Assist International, ensuring that all requests for information are met in a timely and responsible manner with the delivery of high quality responses.

· Travel to field sites in Kenya periodically (maximum twice per year) to assist in program implementation, troubleshoot barriers, update and evaluate work plans and meet with in-country partners and government colleagues as required.

· Ensure that in-country collaborators are informed of any changes to Vanderbilt University policies and procedures, as relevant.

· Manage ImPACT Africa related content for the Department website & social media (Twitter) , ensuring that it is maintained with updated program information, related to ImPACT Africa and any future programs.

· Lead the development of high quality quarterly success stories, both from the field team in Kenya and from Vanderbilt residents, faculty and staff experiences in Kenya.

· Directly manage all processes related to Vanderbilt faculty, residents and fellows traveling to Kenya under the ImPACT Africa program. This includes, but is not limited to:

· Coordination with Kenya-based team to ensure that all required licenses for practicing in Kenya are obtained well in advance of travel.

· Ensuring that all Vanderbilt travelers have obtained the required visitor visas prior to travel. This includes regular monitoring for any changes in the visitor requirements that may be issued by the Government of Kenya.

· Ensuring that all Vanderbilt travelers have registered their travel with International SOS and are aware of the services provided, key contact information in case of emergency, etc.

· Coordination of pre-departure orientation modules and ensuring that Vanderbilt travelers complete all orientation requirements prior to departure. This requires working closely with Kijabe Hospital administrative staff to ensure that all hospital policies and procedures are accurately captured in the pre-departure modules.

· Coordination of formal debriefing with all visitors upon return to Vanderbilt in order to glean any administrative or logistical lessons learned, success stories, etc.

· Directly manage all processes related to Kenya-based visitors to Vanderbilt. This may include:

· Obtaining special permission for clinical staff who will need to spend time on campus in operating rooms or in other clinically sensitive areas.

· Ensuring that all US visa requirements are met prior to travel.

· Coordinating with the Department’s administrative team to ensure that per diems/meals and incidental expenses are adequately paid (and in a timely manner).

· Coordinating lodging, air and ground transportation as needed.

· Coordination of visitors’ schedules while in Nashville.

· Actively track and seek out opportunities for new funding to expand and diversify the Department’s international program portfolio. This includes:

· Coordination of regular meetings with Nashville and Kenya-based PIs to review new opportunities for funding with the intention of assessing feasibility/competitiveness and making the go/no go decision.

· For all opportunities determined to be a go, coordinate inputs for proposal, working closely with the Department’s grants management team and all relevant faculty/staff for the submission of high quality technical and financial proposals.

· Support the organization of the annual Vanderbilt International Anesthesia fundraiser.

(Traveling outside of the country (i.e. rural field sites in Kenya) is a must...)


In addition to offering a lively community that encourages learning and celebrates diversity, Vanderbilt University Medical Center provides its faculty and staff members with a benefits package that is comprehensive and flexible. Components for benefits-eligible employees include:

  • PTO

  • Health Plan

  • Parental Leave

  • Life Insurance

  • Retirement

  • Short-Term Disability

  • Long-term Disability

  • Accidental Death & Dismemberment (AD&D)

  • Dental Insurance

  • Group Discounts

  • Flexible Spending Accounts (FSAs)

  • Vision

*Minimum Qualifications for Consideration*

Bachelor's Degree (or equivalent experience) and < 1 year relevant experience

*Preferred Requirements*

Skills and Qualifications:

Three years of relevant experience (i.e. management of international programs, preferably addressing global health challenges in a developing country context. MPH preferred.

Excellent oral/written communications, interpersonal, organizational, and computer skills.

Extensive experience in international program development and monitoring preferred.Experience working with international private and government donor funded programs is preferred.

Candidate must possess the ability to independently develop and implement the duties described in the job description.

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 at ), 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 Tennessee

· Nashville Business Journal: Middle Tennessee's healthiest employer

· American Hospital Association: among the 100 "Most Wired" medical systems in the US



PROGRAM MANAGEMENT (NOVICE): - Planning, organizing, and managing resources to bring about the successful completion of specific program goals and objectives.

PEER LEADERSHIP (NOVICE): - The ability to show leadership and influence people of equal rank in an effort to accomplish team goals.

FINANCIAL PROCESSES (NOVICE): - 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 (NOVICE): - Developing a systematic process of checking to see whether a process or service is meeting specific requirements.

NETWORKING (NOVICE): - Build relationships through industry contacts, professional organizations and individuals.

PROCESS IMPROVEMENT (NOVICE): - Identifies, analyzes and improves upon existing business processes for optimization and to meet standards of quality.


  • Organizational Impact: Delivers job responsibilities that impact own job area/team with some guidance.

  • Problem Solving/ Complexity of work: Uses existing procedures, research and analysis to solve standard job related problems that may require some judgement.

  • Breadth of Knowledge: Requires subject matter knowledge within a professional area to meet job requirements.

  • Team Interaction: Individually contributes to project/ work teams.



    • Develops Self and Others: Continuously improves own skills by identifying development opportunities.
    • Builds and Maintains Relationships: Seeks to understand colleagues' priorities, working styles and develops relationships across areas.
    • Communicates Effectively: Openly shares information with others and communicates in a clear and courteous manner.


    • Serves Others with Compassion: Invests time to understand the problems, needs of others and how to provide excellent service.
    • Solves Complex Problems: Seeks to understand issues, solves routine problems, and raises proper concerns to supervisors in a timely manner.
    • Offers Meaningful Advice and Support: Listens carefully to understand the issues and provides accurate information and support.


    • Performs Excellent Work: Checks work quality before delivery and asks relevant questions to meet quality standards.
    • Ensures Continuous Improvement: Shows eagerness to learn new knowledge, technologies, tools or systems and displays willingness to go above and beyond.
    • Fulfills Safety and Regulatory Requirements: Demonstrates basic knowledge of conditions that affect safety and reports unsafe conditions to the appropriate person or department.


    • Demonstrates Accountability: Takes responsibility for completing assigned activities and thinks beyond standard approaches to provide high-quality work/service.
    • Stewards Organizational Resources: Displays understanding of how personal actions will impact departmental resources.
    • Makes Data Driven Decisions: Uses accurate information and good decision making to consistently achieve results on time and without error.


    • Generates New Ideas: Willingly proposes/accepts ideas or initiatives that will impact day-to-day operations by offering suggestions to enhance them.
    • Applies Technology: Absorbs new technology quickly; understands when to utilize the appropriate tools and procedures to ensure proper course of action.
    • Adapts to Change: Embraces change by keeping an open mind to changing plans and incorporates change instructions into own area of work.
  • 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.

Job Administrative and Clerical Support

Organization: Anesthesiology 104300

Title: Assoc Program Manager

Location: TN-Nashville-Medical Arts

Requisition ID: 1806252