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:

Meharry-Vanderbilt Alliance

Job Summary:

Reporting directly to the Executive Director, the Program Manager for the Executive Director Program Administration serves as a key resource in supporting the Executive Director's role in advancing the Meharry-Vanderbilt Alliance's (MVA) mission. This position is responsible for managing internal and external communications and scheduling, coordinating high-priority engagements, and supporting initiatives that align with MVA's strategic goals. The Program Manager for the Executive Director Program Administration will serve as a trusted administrative assistant, supporting the Executive Director and MVA leadership team in ensuring efficient operations and enhancing institutional relationships.

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DEPARTMENT SUMMARY

Key Responsibilities:

Administrative and Operational Support:

• Coordinate complex scheduling and extensive calendar management, as well as management of content flow and information to the Executive Director, prioritizing requests to ensure alignment with MVA's mission and goals.
• Oversee planning and all logistics for meetings, including agenda development, distribution of preparatory materials, communications and post-meeting follow-up.
• Support budget and expense management processes, including data collection, cost analysis, and expense tracking.
• Perform administrative and office support, such as typing, dictation, spreadsheet creation, and maintenance of document management and contact database.
• Organize team communications, meetings and events, both internally and offsite; including preparation of agendas, procurement of venues, catering, etc.
• Communicate/engage with customer, partners, vendors, and other third parties

Leadership Support and Liaison Activities:

• Act as a point of contact for internal and external stakeholders, fostering relationships that advance MVA's mission.
• Coordinate with communications and administrative teams to ensure consistent, aligned messaging for the Executive Director and the MVA.
• Represent the executive leadership team in a highly professional manner

Executive Communications and Coordination:

• Communicate/engage with stakeholders, partners, vendors, and other third parties.
• Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with stakeholders.
• Develop high-quality written materials, including reports and newsletters, that reflect the mission and vision of MVA, aiming to engage stakeholders.
• Coordinate the Executive Director's participation in high-impact engagements, including preparation for speaking events, conferences, and strategic meetings.
• Manage, coordinate, and arrange senior executives' travel and travel-related activities, including hotel booking, transportation and meal coordination.

TECHNICAL CAPABILITIES
* Program Management (Intermediate): Planning, organizing, and managing resources to bring about the successful completion of specific program goals and objectives.
* Financial Processes (Intermediate): 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 (Intermediate): Identifies, analyzes and improves upon existing business processes for optimization and to meet standards of quality.
* Peer Leadership (Intermediate): The ability to show leadership and influence people of equal rank in an effort to accomplish team goals.
* Networking (Intermediate): Build relationships through industry contacts, professional organizations and individuals.
* Quality Management (Intermediate): Developing a systematic process of checking to see whether a process or service is meeting specific requirements.

Knowledge, Skills, and Abilities:

• Exceptional written and verbal communication skills, with demonstrated expertise in creating professional, clear, and engaging communications.
• Advanced organizational, time-management and multitasking abilities; able to manage and prioritize multiple high-priority projects in a fast-paced environment.
• Proficiency with various office software applications (Microsoft Office Suite, Canva, and relevant VUMC systems).
• High emotional intelligence, discretion, and ability to handle sensitive or confidential information.
• A proactive, solution-oriented mindset with the ability to work independently and make sound decisions under pressure.
• Familiarity with the academic, medical, or nonprofit environment is preferred.

Qualifications:

• Bachelor's degree in Business Administration, Communications, or a related field; Master's degree preferred.
• 2-4 years of experience in an executive assistant or senior program management role (5+ years preferred, with a preference for experience within a healthcare or academic setting).

This role will serve as a central resource for advancing MVA's mission and will work closely with senior leaders to support the organization's commitment to excellence and community impact.

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

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.