Vanderbilt University

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Associate Program Manager

at Vanderbilt University

Posted: 8/16/2018
Job Reference #: 1807889

Job Description

The Department of Health Policy at Vanderbilt is seeking a qualified Associate Program Manager candidate with strong organizational skills, keen attention to detail, and the ability to multi-task while remaining helpful and courteous.

The Associate Program Manager will serve as a key resource to faculty by providing administrative support, coordinating activities for their research programs, and assisting with research projects. This position will work in concert with other departmental staff and support assigned faculty by coordinating activities related to their research and academic roles.

The position requires a person who can communicate and work well with a number of faculty members, staff, and students; take initiative to gather suitable information and data to address tasks; and complete assignments in a timely manner. 
The successful candidate should be extremely organized, efficient, detail oriented, a team player, and a self-starter. Additionally, the candidate should possess excellent communication and interpersonal skills and be able to think and function independently. Excellent time management and planning skills are essential. Proficiency with MS Office programs and ability to quickly learn new programs is needed. 

Responsibilities will include but are not limited to the following:

Plan, organize, and manage resources to bring about the successful completion of specific program goals and objectives 
oCoordinate internal and external research program meetings and events which may include meetings, internal and external seminars, and workshops
oIn coordination with faculty, provide input into the establishment of goals and objectives for these events
oDetermine the content and details of various events and coordinate dissemination of relevant information to appropriate audiences
oContinuously compile, review, and analyze events' outcomes against the established goals, objectives, and timeliness
oRecommend and coordinate activities to improve future events
oCoordinate space and facilities planning for program events which may be internal as well as in the community
oEnsure all logistics and materials are prepared for the meeting
oUpdate and maintain appropriate websites and distribution lists
oSupport faculty with calendar maintenance, meeting coordination and scheduling
oSupport faculty members in their education roles which may include class material preparation and recruitment and scheduling of guest speakers

•Procure goods and services for research programs
oPurchase needed items or services while monitoring expenditures to ensure event is executed on or under budget
oManage inventory of supplies and equipment
oCoordinate travel arrangements for faculty and guests
oCoordinate reimbursements and ensure they are processed in a timely manner
oMaintain familiarity with VUMC travel and reimbursement policies and procedures as well as those of funding sources
oMonitor costs, expenses and revenue and manages those costs and expenses in relation to budgeted amounts

•Provide support for research programs
oAssist faculty in the preparation of materials for publication, including copy editing and formatting documents
oCollect, organize, and evaluate data from a variety of sources
oPrepare charts, graphs, and tables
oCreate informational materials for dissemination
oMay create database files and assist with data management; may perform preliminary analysis
oMay utilize REDCap or similar database systems
oMay assist with drafting portions of grant proposals and project documents

Please complete the online application and include your current resume and a cover letter.

Minimum Requirements:
This position requires Bachelor's degree. A degree in public policy, economics, or a health-related field is preferred.

Preferred qualities and skills:
•Masters level candidates with research skills are encouraged to apply
•Strong written and verbal communication skills
•Self-starter with initiative and professional work style

Additional Information:
This is a full-time position.

Salary is dependent upon education and experience. 

Background screens will be performed and education will be verified prior to employment. Please be prepared to provide required information and/or documentation.


Bachelor's Degree (or equivalent experience) and < 1 year relevant experience
Licensure, Certification, and/or Registration (LCR):
    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.


    • 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.


    • 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.