Discover Vanderbilt University Medical Center : 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. Vanderbilt Health is committed to an environment where everyone has the chance to thrive and where your uniqueness 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.
Organization:
Pediatric Endocrinology
Job Summary:
In your pivotal role as Associate Program Manager, you will provide high-level operational, financial, and administrative leadership across multiple clinical trial programs and CME-accredited activities. You will coordinate complex travel and vendor logistics, ensure accurate and timely participant payments and reimbursements, and support program financial performance through invoice reconciliation, tracking, and reporting. As a key operational partner to faculty and cross-functional stakeholders, you will resolve day-to-day issues, drive workflow improvements, and maintain high standards that support participant satisfaction and overall program success, while also mentoring staff and supporting onboarding and team development.
Program Operations & Clinical Trial Management
- Lead coordination of travel logistics for multiple clinical trial programs, ensuring efficient execution and management of complex scheduling and vendor coordination.
- Oversee end-to-end processing of subject participation payments and travel reimbursements, ensuring accuracy, compliance, and timeliness across all studies.
- Implement process improvements for financial workflows, including invoice tracking and payment processing, resulting in increased efficiency and reduced delays.
- Maintain high-quality operational standards that enhance participant satisfaction, retention, and overall program success.
Stakeholder Support & Program Coordination
- Provide strategic administrative and operational support to clinical trial leadership, faculty, and cross-functional team members.
- Serve as a key point of contact for resolving operational issues, applying strong problem-solving skills to ensure continuity of program activities.
- Manage scheduling and logistics for meetings, conferences, and program events, ensuring smooth execution and minimal disruption.
- Oversee vendor relationships and operational accounts (shipping, records management, lab services, facilities), ensuring seamless day-to-day program support.
- Deliver high-priority support to senior leadership, effectively managing urgent and time-sensitive requests.
Financial & Budget Management
- Support program financial health through invoice reconciliation, payment tracking, and reporting activities.
- Contribute to improved financial outcomes, including transition from budget deficit to positive residual performance.
- Partner with program stakeholders to track study activity and maintain accurate financial and operational records.
Team Leadership, Training & Development
- Mentor and train administrative staff and new team members, strengthening team capability and ensuring consistency in processes.
- Provide cross-functional training on financial systems, administrative workflows, and program operations.
- Support onboarding initiatives and contribute to a collaborative, high-performing team environment.
Continuing Medical Education (CME) Program Coordination
- Lead coordination and execution of CME-accredited programming, including scheduling, system entry, and compliance tracking.
- Manage virtual event logistics, including platform setup, real-time facilitation, and post-event communications.
- Ensure CME requirements are met through accurate documentation, reporting, and follow-up processes.
- Collaborate with leadership and team members to execute a structured and compliant conference schedule.
You are the ideal candidate if you have 2 or more years of recent experience working as an Administrative Assistant and you possess the above competencies and are eager to learn, are very hands-on and you take initiative.
REQUIRED:
- Bachelor’s Degree (or equivalent experience)
- Experience is not required but 1-2 years experience in healthcare is a plus
- Experience with MicroSoft Teams and WorkDay is a plus
You will work Monday-Friday, standard daytime business hours and will enjoy a remote/hybrid working model, where you may perform your duties from home 2-3 days/week with the other 2-3 days/week at the Village at Vanderbilt located on 21st Ave. in Nashville, TN.
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DEPARTMENT SUMMARY :
The Ian M. Burr Division of Pediatric Endocrinology and Diabetes at Monroe Carell is nationally recognized for our expertise, experience and research in hormone-related disorders in children. We evaluate and treat a wide range of disorders, including those of the adrenal gland, bone and calcium, growth, the pituitary gland, hypoglycemia, puberty and thyroid disease and certain genetic disorders. For more information, please visit https://www.childrenshospitalvanderbilt.org/service-line/endocrinology .
KEY RESPONSIBILITIES
Program Operations & Clinical Trial Management
- Lead coordination of travel logistics for multiple clinical trial programs, ensuring efficient execution and management of complex scheduling and vendor coordination.
- Oversee end-to-end processing of subject participation payments and travel reimbursements, ensuring accuracy, compliance, and timeliness across all studies.
- Implement process improvements for financial workflows, including invoice tracking and payment processing, resulting in increased efficiency and reduced delays.
- Maintain high-quality operational standards that enhance participant satisfaction, retention, and overall program success.
Stakeholder Support & Program Coordination
- Provide strategic administrative and operational support to clinical trial leadership, faculty, and cross-functional team members.
- Serve as a key point of contact for resolving operational issues, applying strong problem-solving skills to ensure continuity of program activities.
- Manage scheduling and logistics for meetings, conferences, and program events, ensuring smooth execution and minimal disruption.
- Oversee vendor relationships and operational accounts (shipping, records management, lab services, facilities), ensuring seamless day-to-day program support.
- Deliver high-priority support to senior leadership, effectively managing urgent and time-sensitive requests.
Financial & Budget Management
- Support program financial health through invoice reconciliation, payment tracking, and reporting activities.
- Contribute to improved financial outcomes, including transition from budget deficit to positive residual performance.
- Partner with program stakeholders to track study activity and maintain accurate financial and operational records.
Team Leadership, Training & Development
- Mentor and train administrative staff and new team members, strengthening team capability and ensuring consistency in processes.
- Provide cross-functional training on financial systems, administrative workflows, and program operations.
- Support onboarding initiatives and contribute to a collaborative, high-performing team environment.
Continuing Medical Education (CME) Program Coordination
- Lead coordination and execution of CME-accredited programming, including scheduling, system entry, and compliance tracking.
- Manage virtual event logistics, including platform setup, real-time facilitation, and post-event communications.
- Ensure CME requirements are met through accurate documentation, reporting, and follow-up processes.
- Collaborate with leadership and team members to execute a structured and compliant conference schedule.
TECHNICAL CAPABILITIES
- 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.
- 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.
- Process Improvement (Novice): Identifies, analyzes and improves upon existing business processes for optimization and to meet standards of quality.
- Program Management (Novice): Planning, organizing, and managing resources to bring about the successful completion of specific program goals and objectives.
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: 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.
Core Capabilities :
Supporting Colleagues: - 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. Delivering Excellent Services: - 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. Ensuring High Quality: - 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. Managing Resources Effectively :- 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. Fostering Innovation: - 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 changes by keeping an open mind to changing plans and incorporates change instructions into own area of work.
Position Qualifications:
Responsibilities:
Certifications:
Work Experience:
Relevant Work Experience
Experience Level:
Less than 1 year
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.
