Sr. Program Manager-Faculty Affairs

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:

Faculty Affairs Office

Job Summary:

JOB SUMMARY
Senior Program Manager, Faculty Appointments
The Senior Program Manager for Faculty Appointments partners closely with the Associate Dean for Faculty Affairs to oversee, coordinate, and ensure the accurate and timely processing of all faculty-related actions requiring institutional review and approval. This role serves as a central point of coordination between academic departments, faculty committees, and senior leadership, ensuring compliance with university policies, accreditation standards, and governance requirements throughout the faculty lifecycle.

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KEY RESPONSIBILITIES

- Faculty Appointment and Promotion Coordination
Collaborate closely with Department Administrators responsible for preparing documentation associated with faculty appointments and personnel actions. Upon receipt, conduct comprehensive reviews for completeness, accuracy, and policy compliance before preparing materials for presentation to the Associate Dean for Faculty Affairs. Faculty actions include, but are not limited to:

New faculty appointments Promotions Track or tenure status changes Reappointments Faculty departures Salary and compensation change requests
- Documentation and Correspondence Management
Ensure all faculty actions are supported by appropriate documentation. Draft formal correspondence, including appointment and promotion letters, and route materials for required approvals and signatures in accordance with institutional protocols.
- Systems Administration and Data Integrity
Enter, update, and maintain faculty action records in institutional systems such as Interfolio, SharePoint, and the Faculty Information System (FIS), ensuring data accuracy, completeness, and consistency across platforms.
- Training and Development Support
Actively contribute to the development, maintenance, and delivery of training materials and guidance for Department Administrators related to faculty affairs processes, policies, timelines, and documentation standards.
- Faculty Committee and Governance Coordination
Coordinate the transition of eligible faculty actions to Committee Manager in partnership with the Senior Program Manager for Faculty Committees and Resource Coordinator. Ensure actions submitted for committee review are complete and compliant. Following committee deliberations, manage the preparation and submission of actions requiring approval by the Provost and the Chancellor.
- Tracking, Reporting, and Process Monitoring
Track all faculty actions from initiation through final approval. Prepare timelines, status reports, and summary metrics as requested to support operational planning and leadership decision-making.
- Retired and Emeritus Faculty Actions
Facilitate the review and completion of all Retired and Emeritus faculty nominations, ensuring adherence to institutional criteria and approval processes.
- Policy Consultation and Advisory Support
Serve as a subject-matter resource for Department Administrators by providing consultation on faculty policies, procedures, and best practices related to onboarding, promotions, and ongoing faculty management.
- Quality Assurance and Compliance Audits
Conduct routine quality assurance reviews and audits of faculty files to ensure documentation accuracy, policy compliance, and readiness for internal or external review.

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: Independently delivers on objectives with understanding of how they impact the results of own area/team and other related teams. Problem Solving/ Complexity of work: Utilizes multiple sources of data to analyze and resolve complex problems; may take a new perspective on existing solution. Breadth of Knowledge: Has advanced knowledge within a professional area and basic knowledge across related areas. Team Interaction: Acts as a "go-to" resource for colleagues with less experience; may lead small project teams.

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:

5 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.*