Orthopaedics 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 Administrative Support

Job Summary:
Program Manager - Department of Orthopaedics

Position Summary
The Program Manager provides comprehensive administrative, operational, marketing, and event support for the Department of Orthopaedics. This position is responsible for managing departmental databases, supporting faculty, developing communications and marketing materials, organizing educational and special events, and ensuring efficient departmental operations. The Program Manager serves as a key liaison among departmental leadership, faculty, institutional partners, and external stakeholders.

Required:
• Bachelor's Degree (or equivalent experience), preferably in Business Administration, Healthcare Administration, Communications, Education, Marketing, or a related field.
• 3 years of relevant experience; prefer 3-5 years of administrative, academic program, event management, communications, or project coordination experience.
• Experience supporting academic medicine, graduate medical education, residency programs, or healthcare operations preferred.

Knowledge, Skills, and Abilities
• Strong organizational and project management skills.
• Experience managing databases and generating reports.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
• Experience with email marketing platforms, website content management systems, and survey tools.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Strong attention to detail and accuracy.
• Ability to work independently and collaboratively with diverse stakeholders.
• Knowledge of academic medicine, healthcare, or higher education environments preferred.

Key Performance Indicators (KPIs)
• Accuracy and completeness of departmental databases.
• Timely delivery of newsletters and communications.
• Successful execution of departmental events and educational programs.
• Stakeholder satisfaction with administrative support.
• Timeliness and quality of reports and project deliverables.
• Growth in communication engagement metrics (newsletter open rates, website traffic, event participation).

This position will work on site on the 4th floor of the Medical Center East (MCE) South Tower at Vanderbilt University Medical Center located at 1215 21st Ave. South in Nashville, TN.

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DEPARTMENT SUMMARY :

Each year, the Department of Orthopaedic Surgery provides 110,000 outpatient visits and manage 11,500 surgical cases — all with a passion for equipping the next generation of orthopaedic surgeons and for making a difference in the lives of the people we serve.

By implementing new technologies, processes and ideas — and by adding clinicians and scientists who further our pursuit of basic, translational and clinical research — we work to advance our field of medicine, improve our surgical training and deliver the highest level of patient care. For additional information, please visit   https://www.vumc.org/ortho/welcome .

Essential Duties and Responsibilities

Database Management & Reporting

- Maintain departmental databases related to faculty activities, educational programs, research initiatives, trainees, alumni, and outreach activities.
- Ensure data accuracy, integrity, and compliance with institutional policies.
- Generate routine and ad hoc reports for departmental leadership.
- Track participation metrics, program outcomes, and key performance indicators.
- Develop and maintain electronic filing systems and document repositories.
- Assist with data collection for annual reports and strategic planning initiatives.

Marketing & Communications

- Develop and distribute newsletters, announcements, and departmental communications.
- Create promotional materials for educational programs, conferences, and departmental initiatives.
- Manage content updates for department websites, digital platforms, and social media channels.
- Collaborate with institutional communications and marketing teams.
- Maintain communication lists and distribution groups.
- Track marketing and engagement metrics and provide summary reports.

Newsletter Development

- Coordinate the planning, content collection, design, and distribution of departmental newsletters.
- Gather updates from faculty, staff, trainees, and research teams.
- Draft articles, announcements, highlights, and success stories.
- Develop publication schedules and ensure timely distribution.
- Maintain archives of newsletters and related communications.

Event Management & Coordination

- Plan and coordinate departmental meetings, conferences, seminars, grand rounds, workshops, and special events.
- Manage event logistics including venue reservations, vendor coordination, catering, travel arrangements, registration, and audiovisual needs.
- Develop event timelines and project plans.
- Coordinate speaker communications and presentation materials.
- Manage attendee registration and attendance tracking.
- Prepare post-event evaluations and summary reports.

Faculty & Research Support

- Support onboarding of new faculty.
- Assist faculty with academic, educational, and administrative projects.
- Coordinate meetings and track action items.
- Support collection and organization of faculty academic accomplishments.
- Assist with preparation of presentations, reports, and departmental publications.
- Maintain records of scholarly activity and professional achievements.

Project Coordination

- Manage multiple projects simultaneously while meeting established deadlines.
- Track project milestones and deliverables.
- Identify process improvement opportunities and implement efficiencies.
- Collaborate with internal and external stakeholders on departmental initiatives.

Administrative Operations

- Provide general administrative support to department leadership and assigned division faculty.
- Schedule meetings and prepare agendas and meeting materials.
- Prepare meeting minutes and follow up on action items.
- Process Provider Time Away requests for faculty and Advance Practice Providers.
- Manager peer-to-peer, C30A worker’s comp requests forms and deposition request for assigned faculty.
- Support purchasing requests and invoice processing as assigned.
- Ensure compliance with institutional policies and procedures.

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.