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Vanderbilt University Medical Center Program Manager - Hematology Oncology Fellowship in Nashville, Tennessee

Fellowship Program Manager

Hematology Oncology

Role Summary:

The Program Manager provides strategic leadership for the creation, coordination, execution and growth for the Division of Hematology/Oncology’s Clinical Fellowship Program and all continuing medical education (CME) events. The Clinical Fellowship Program is comprised of 22 FTEs and the Division hosts approximately 572 continuing medical education (CME) events per year (11 CME events weekly). The program manager oversees the administrative and budgetary aspects of the fellowship program. This position also serves as the point-of-contact for any Fellowship and CME related questions both internally and externally. This position reports to the Division Administrator and provides program management and administrative support to the Clinical Fellowship program directors and fellows.

Department Summary:

The Division of Hematology and Oncology conducts research and treats all types of adult cancers including solid tumor cancers and hematological (blood) disorders, as well as coagulation disorders and non-cancerous blood diseases. With over 80 faculty members representing a broad range of professional training and expertise, our dedicated team of professionals is committed to cancer care.

Click Here To View The VUMC Promise of Discovery

Discover VanderbiltUniversity 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. It is a place where your diversity — of culture, thinking, learning and leading — 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.

VUMC RecentAccomplishments

Because we are committed to providing the best in patient care, education and research, we are proud of our recent accomplishments:

· US News & World Report: #1 Adult Hospital in Tennessee and metropolitan Nashville, named to the Best Hospitals Honor Roll of the top 20 adult hospitals, 10 nationally ranked adult specialty programs, with 3 specialties rated in the top 10 nationally, Monroe Carell Jr. Children’s Hospital at Vanderbilt named as one of the Best Children’s Hospital in the nation, with 10 out of 10 pediatric specialties nationally ranked.

· Healthcare’s Most Wired: Among the nation’s 100 “most-wired” hospitals and health systems for its efforts in innovative medical technology.

· Becker’s Hospital Review: named as one of the “100 Great Hospitals in America”, in the roster of 100 Hospitals and Health Systems with Great Oncology Programs and to its list of the 100 Hospitals with Great Heart Programs.

· The Leapfrog Group: One of only 10 children’s hospitals in the to be named at Leapfrog Top Hospital.

· American Association for the Advancement of Science: The School of Medicine has 112 elected fellows

· Magnet Recognition Program: Received our third consecutive Magnet designations.

· National Academy of Medicine: 22 members, elected by their peers in recognition of outstanding achievement

· Human Rights Campaign Healthcare Equality Index: 6 th yearin a row that Vanderbilt University Medical Center was a Leader in LGBTQHealthcare Equality.

Key Responsibilities:


  • Coordinates logistics related to Fellowship Program interview seasonincluding: collection and maintenance of all applications via ERAS; schedulesapplicant interviews; coordinates interview days/dinners and submits rank orderlist to National Residency Match Program

  • Coordinates new fellow onboarding including orientation, updating annualprogram administrative records, and coordinating with partner locations forcompliance with GME guidelines

  • Completes annual appointment documents for all fellows including ePACEDCs, RDCs and job code changes

  • Schedules and coordinates bi-annual Scholarship and Clinical CompetencyCommittee meetings; compiles fellowship reports to include faculty andleadership evaluations, conference attendance, ITE exam scores and milestonereports

  • Provides expertise and guides Program Directors in shaping programcurriculum and content, with emphasis on compliance with ACGME policies;provides content for establishment of program specific goals.

  • Maintains fellowship website to reflect accurate program and applicationinformation; performs updates annually/as needed

  • Meets weekly with Program Directors to ensure strong program developmentand fellowship program deadlines are being met

  • Schedules, registers attendees, administers, andproctors ASH and ASCO in-training examinations.

  • Monitors and maintains Fellow duty hours in compliancewith ACGME regulation, and reports all VA duty hours to the Department ofMedicine

  • Monitors andmaintains all Fellow training portfolios, to include: patient case items,research endeavors, attendance, presented lectures, evaluations, certificates, NIHrequired ethics (RCR) training, and quality improvement projects.

  • Coordinates logistics of visiting residents foraway/visiting rotations in the Division of Hematology/Oncology includingapplication process, approval, schedules and onboarding

  • Completion of training verification forms foralumni fellows and maintain fellowship alumni database

  • Inputs evaluations monthly into new innovations electronic database andpull evaluation records

  • Plans and organizes all fellowship events including orientation, graduation,welcome picnic, holiday party, annual retreat, Research/ProfessionalDevelopment Boot Camps and monthly Chat & Chows, etc

  • Compile and prepare statistical reports/materials for submission toABIM, ACGME, & AMA/Frieda to ensure accreditation standards are met byprogram and fellows individually

  • Preparesand manages budget forfellowship program to include allocating support for external salaries, VUH, VAand endowments

  • Monitors fellowship salary and program expenses, reconciles with financial reports fromfellowship centers and adjusts to unexpected changes to budget

  • Provide guidance and support for fellow and junior faculty enrolled inVU graduate programs and ensure financial support for tuition commitments are availableand in alignment with goals of endowment


  • Manages 8 weekly tumor boards and 4 weekly fellowshipconferences for the Division of Hematology/Oncology, targeted to: Faculty,Fellows, Residents, Nurses, and clinical staff, which attract attendees fromboth inside and outside the Department of Medicine.

  • Coordinates 4 quarterly Hematology/OncologyMM&I conferences

  • Maintains documentation of MM&I events incompliance with allocation rebate program, including attendee list, copy ofpresentation, and conference report detailing the problem discussed and theremediation.

  • Creates advertising, announcements, and all promotionalmaterial for all conferences.

  • Ensures all materials remain compliant with institutional CMEguidelines; maintains event documentation and administers financial disclosureforms to remain in compliance with CME and/or Departmental guidelines.

  • Provides expertise and guides Divisional leadershipwith establishment of goals and objectives of each conference.

  • Manages conference attendance, pulling CME reportsand updates division series changes

  • Oversees all CME recertification processes for allaccredited events; maintains close relationship with institutional CMEleadership.

  • Maintains and distributes monthly divisionalconference calendar

  • Orders catering and manages invoices for selectconferences


  • Scheduling Activities: Set up individual meetings and conferences, workwith other department/division/center staff for availability as needed,coordinate Doodle Polls, secure conference rooms and maintain and updateOutlook calendar for accuracy.

  • Travel Arrangements: Booking of airfare, ground transportation, hotelsand other incidentals and creation and submission of travel expense report atconclusion of trip. Also includes coordination with external organizationsregarding travel arrangements for attending physicians who have been invited tospeak at an event.

  • Monitors PO’s for division CME conferences and manages budgetallocations for each

Bachelor's Degree (or equivalent experience) and 3 years relevant experience

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.

Job Administrative and Clerical Support

Organization: Hematology/Oncology Admin 104490

Title: Program Manager - Hematology Oncology Fellowship

Location: TN-Nashville-Preston Cancer Research Building

Requisition ID: 2010306

Vanderbilt University Medical Center is committed to principles of equal opportunity and affirmative action.