Description
Program Manager, (Pediatrics Chair )
1913256
JOB SUMMARY:
Assists in planning, coordinating and executing programs with some guidance. Primarily supports Department in Staff Engagement Activities and HR activities. Provides secondary support to Communications Consultant for Department Website coordination and Chair's office event planning.
KEY RESPONSIBILITIES:
STAFF ENGAGEMENT COMMITTEES
Assist Department Administrator (DA) in ensuring success of staff engagement committees.
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Assist in planning for staff engagement opportunities throughout the year.
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Act as liaison between committees and DA, communicate and encourage creative ideas to help to sustain the effectiveness of the engagement programs.
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Coordinate Town Halls, annual brainstorming session and appreciation lunches
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Attend Committee meetings and events; ensure committee meetings are occurring regularly and facilitate communication between the committees
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Provide annual summary and monthly updates of committee accomplishments and ongoing plans
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Develop and oversee annual budget for all committee expenditures
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Coordinate the monthly staff award process (leadership approvals, check requests, communications)
HUMAN RESOURCES SUPPORT
Work with departmental HR Manager to ensure VUMC, SOM and Pediatric policies and procedures are followed and requirements are met. Maintain a thorough understanding of confidentiality requirements and expectations and apply them strictly to the responsibilities of this position.
Recruitment and Hiring - Must have a thorough understanding of the approval, posting and hiring processes for staff, temporary and student worker positions. Will act as lead in the recruitment of student workers, assist Manager with processes for other positions and act as coverage for Manager as needed.
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Recruit, hire and manager student workers for Chairman' Division of Pediatrics.
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Identify and follow the appropriate process to recruit and hire staff and temporary employees, working closing with the Administrative Officers and ensuring that documentation is accurate and complete.
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Obtain the appropriate approvals for position requests and submit positions for posting.
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Communicate with Chairman's Office, Recruitment and HR Business Partner as needed.
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Supervise Sr. Admin Assistant for Chairman's Division
FMLA - Must have a thorough understanding of the FMLA process for faculty, staff and housestaff
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Provide instructions for employees to submit FMLA requests
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Ensure required process is followed and approvals are received
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Maintain log of FMLA status for those taking leave
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Submit ePac entries to change status as leave starts, progresses, and ends
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Submit center changes for faculty taking Parental Leave, coordinating with AO as necessary
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Communicate with Lead AA's, Fellowship/Residency Coordinators and VUMC FMLA team as needed
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Recognize situations in which Manager should be consulted and refer employee to Manager as needed
Other
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Update faculty and staff certification and license renewals in CATS database
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Submit badge requests accurately, following VUMC requirements
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Partner with Manager in trouble-shooting Kronos issues as needed
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Maintain a knowledge of resources to whom others can be referred to assist with requests
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Submit Additional Pays in ePac as requested
WEBSITE & MEETING SUPPORT
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Support the Communications Consultant with the Departmental website including assisting with the migration activities from current site to new platform and assisting with tracking/coordinating activities to ensure maintenance of new site
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Assist in meeting/event planning activities for Chair's office
Position Qualifications:
Required:
Bachelor's Degree (or equivalent experience) and 3 years experience
Position Shift:
Exempt/Day Shift (Full Time)
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*CA
Program Manager
Pediatric Chairman's Division
SUMMARY
REQUIREMENTS
Bachelor's Degree with some experience as a successful leader and coordinator.
Must be proficient in MS Word, Excel, and PowerPoint;
Must be able to develop a high level of trust with others and maintain strict confidentiality as required.
Excellent project management skills required.
Some website experience preferred.
