The Associate Program Manager (APM) will be responsible for managing and overseeing the day-to-day operations and logistical elements of the VHCCP and its sister programs. The APM will be supported by and report directly to the Director of Vanderbilt Health Coaching at the Osher Center for Integrative Medicine at Vanderbilt.
Bachelors required and at least 1 year of relevant experience. Candidate must be articulate, show initiative, be comfortable working in a digital environment, pay attention to detail, develop and maintain organized systems, and have excellent writing skills.
Shift: Monday-Friday 8:00 AM - 6:00 PM
The Vanderbilt Health Coaching Certificate Program (VHCCP) is an 8-24 month professional training program for medical and allied health professionals thru the Osher Center for Integrative Medicine at Vanderbilt in the Department of Physical Medicine and Rehabilitation (PMR) at Vanderbilt University Medical Center (VUMC). The VHCCP trains licensed health care professionals to acquire the knowledge and skills necessary to provide health coaching for patients at each stage of the health care spectrum, from optimal wellness to those managing chronic illness and disease. The program is approved by the International Consortium for Health and Wellness Coaching (ICHWC) so that VHCCP graduates are fully eligible to sit for the national boards to become National Board Certified Health and Wellness Coaches (NBC-HWCs). This course places a heavy emphasis on mindfulness, self-awareness, and self-care, which are core elements of the health coaching experience. There are several formats of the VHCCP. The flagship program is offered in a modified distance learning format and includes two on-campus intensives. Once participants have finished their basic course requirements, trainees have the option of being mentoring during a 70-session practicum. The Meharry-Vanderbilt Health Coaching Certificate Program (MVHCCP) is a second format of the VHCCP, but is delivered as a 6-week intensive program, and does not include a practicum. VHCCP also provides multiple types of communication and behavior change training for continuing education credits and healthcare systems.
The core duties of the APM position are as follows:
Oversee the marketing and promotion of the VHCCP and new continuing education offerings including print, web-based and social media venues to maximize exposure;
Coordinate the application process for prospective trainees of the VHCCP;
Serve as primary interface with potential trainees to enhance recruitment, enrollment and visibility opportunities;
Propose best timing for online classes and in-person sessions prior to start of new cohorts;
Coordinate the logistical elements of the VHCCP including the scheduling of classes, faculty, meals/snacks and materials needed (slide decks, videos, handouts, etc.) to deliver the trainings;
Assist with coordination of the logistical elements of the MVHCCP including the scheduling of classes, faculty and materials needed (slide decks, videos, handouts, etc.) to deliver the trainings;
Locate and manage technical solutions required to create optimal learning experience;
Prepare for and collect trainee evaluations as needed for continuing education requirements and to improve Program quality;
Maintain all relevant electronic files in a well-organized manner in the appropriate Health Coaching folders on the Shared Drive;
Maintain relevant Box files in a well-organized manner;
Maintain all relevant hard copy trainee files for VHCCP and MVHCCP in a well-organized manner in the locking file cabinet in the office of the Director of Vanderbilt Health Coaching;
Download then delete free conference call recordings to the appropriate Shared Drive location and post onto Spark Learn (or relevant firewalled learning platform) within one-day of call completion;
Monitor and document traineeâs completion of requirements using Spark Learn and Cohort and Program-specific forms in the Shared Drive. Store files per trainee in the Shared Drive and on the learning platform. Each individual trainee file must contain verification of all requirements independent of the learning platform;
Provide budgetary oversight of the VHCCP, including the creation of an annual budget for non-personnel expenses, in tandem with the Director of Vanderbilt Health Coaching and the Administrative Director;
Monitor VHCCP and MVHCCP expenses and revenues per budget & provide quarterly report to Director of Vanderbilt Health Coaching;
Oversee contracting and payments via appropriate VUMC procedures for health coaching certificate programsâ faculty and mentors contracted through Vanderbilt for either VHCCP or the Meharry-VHCCP. Contracting logistics including proactively pushing contracts through the VUMC system, and working with the procurement office as needed if payments to contractors are late. Contracting logistics also include ensuring that Personal Service Agreements (PSAs), purchase orders, and payments align with the approved budget. (Oversite and quality assurance of service delivery will be by the Director of Vanderbilt Health Coaching.)
Continued coordination with finance unit to assure accuracy with billing and collections.
Bill health coaching and mentorship sessions for VHCCP faculty and contractors through Osher systems (e.g., MindBody) and provide receipts to trainees and clients.
Collect and process payments for VHCCP trainees. Provide receipts to trainees as needed, administer and carefully track payment on payment plans for any trainees who have been approved by the Director of Vanderbilt Health Coaching to be on a payment plan. Alert Director within 2 days if payments are late.
Serve as the primary interface between the Osher Center and the VHCCP, including operations, scheduling & billing teams, clinic personnel and the research team.
Serve as the primary interface between VHCCP and the following:
Vanderbiltâs Office of Continuing Education;
International Consortium for Health and Wellness Coaching (ICHWC);
National Board for Health and Wellness Coaching (NBHWC);
Meharry Medical College (for MVHCCP);
Consortium for Academic Health Centers in Integrative Medicine (CAHCIM);
Osher Collaborative; and
other relevant offices within Vanderbilt University and VUMC as needed (e.g., Office of Allied Health Certification Programs, IT, procurement, etc.).
Improve visibility of VHCCP throughout Vanderbilt University and VUMC by networking with other Vanderbilt programs.
Create a new alumnae program that will leverage the talent of graduates and trainees to maintain connection with VHCCP and each other;
Address potential trainee, trainee, graduate, faculty and contractor concerns in a professionally appropriate manner;
The successful applicant will have well-developed skills in:
use of social media to enhance VHCCP visibility;
use of digital tools and experience or proclivity to work with virtual platforms such as Zoom, Free Conference Call, and online learning platforms;
warm, friendly and effective interpersonal communication to support trainees, creatively leverage talents of graduates and work well with faculty;
planning, and anticipating potential obstacles, while maintaining flexibility when needed;
organization of materials and ability to track participants in multiple programs simultaneously;
focusing attention and monitoring details;
editing materials for professional and attractive look;
self-driven learning and problem solving;
collaborating with others;
and in addition, have:
sensitivity and commitment to equity, diversity and humanistic principles;
ability to remain calm and think on the fly when needed;
initiative and be proactive in developing new processes when needed;
resilience and an ability to remain open to new solutions and suggestions.
Preferable, but not required:
Working knowledge of the rapidly emerging field of health and wellness coaching;
Completion of an ICHWC-approved Health and Wellness Coach training program;
Vanderbilt University Medical Center is a comprehensive health care facility dedicated to patient care, research, and biomedical education. Our reputation for excellence in these areas has made us a major center for patient referrals from throughout the Mid-South. Each year, people throughout Tennessee and the Southeast choose Vanderbilt University Medical Center for their health care because of our leadership in medical science and our dedication to treating patients with dignity and compassion.The mission of Vanderbilt University Medical Center is to advance health and wellness through preeminent programs in patient care, education, and research.