Associate Program Manager (Team Firefly) | FT – Days | Vanderbilt, One Hundred Oaks

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:

Team Firefly

Job Summary:

The Associate Program Manager will support Firefly patient coordination, scheduling, and administrative processes while fostering quality management, operational efficiency and peer leadership.

.

DEPARTMENT SUMMARY:

• Firefly is an outpatient clinical program that provides comprehensive, multi-disciplinary care to pregnant and postpartum women with substance use disorder. The program is housed in the Center for Women’s Health, an OB/GYN clinic at Vanderbilt Health One Hundred Oaks in Nashville. Offering services including prenatal and postpartum care, medication assisted treatment (MAT), social work and peer recovery support, lactation and pediatric services, collaborative mental health care, intensive outpatient programming, group therapy, and health-related social needs support including transportation, clothing, food, and diapers, Firefly seeks to support women in recovery and their families through wholistic, trauma-informed care. The Associate Program Manager (APM) will serve as Firefly’s intake coordinator, fielding calls to Firefly’s dedicated phone line, scheduling new and returning patients for various visit types, directing referrals, supporting patients with transportation coordination, assisting providers with their clinical schedules and other intake-related tasks. The APM will also serve in an administrative and operational support role for the Firefly office, working closely with the Administrative Manager, Social Work Team Lead, Peer Recovery Team Lead, and operations leadership to support clinical and programmatic efforts and keep the office running smoothly.

POSITION DETAILS:

• Bachelor’s Degree (STRONGLY PREFERRED)

• 1-year relevant experience (STRONGLY PREFERRED)

SHIFT/SCHEDULE:

• M-F | 40 hours/week | 8:00 AM - 4:30 PM

KEY RESPONSIBILITIES:

• Provides support for the creation, coordination and execution of the Firefly program.

• Assists in budgetary management for the program(s).

• The responsibilities listed are a general overview of the position and additional duties may be assigned.

TECHNICAL CAPABILITIES:

• Quality Management (Novice): Developing a systematic process of checking to see whether a process or service is meeting specific requirements.

• Networking (Novice): Build relationships through industry contacts, professional organizations and individuals.

• Peer Leadership (Novice): The ability to show leadership and influence people of equal rank in an effort to accomplish team goals.

• Financial Processes (Novice): 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 (Novice): Identifies, analyzes and improves upon existing business processes for optimization and to meet standards of quality.

• Program Management (Novice): Planning, organizing, and managing resources to bring about the successful completion of specific program goals and objectives.

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: Delivers job responsibilities that impact own job area/team with some guidance. Problem Solving/ Complexity of work: Uses existing procedures, research and analysis to solve standard job related problems that may require some judgement. Breadth of Knowledge: Requires subject matter knowledge within a professional area to meet job requirements. Team Interaction: Individually contributes to project/ work teams.

Core Capabilities :

Supporting Colleagues: - Develops Self and Others: Continuously improves own skills by identifying development opportunities.- Builds and Maintains Relationships: Seeks to understand colleagues priorities, working styles and develops relationships across areas.- Communicates Effectively: Openly shares information with others and communicates in a clear and courteous manner. Delivering Excellent Services:- Serves Others with Compassion: Invests time to understand the problems, needs of others and how to provide excellent service.- Solves Complex Problems: Seeks to understand issues, solves routine problems, and raises proper concerns to supervisors in a timely manner.- Offers Meaningful Advice and Support: Listens carefully to understand the issues and provides accurate information and support. Ensuring High Quality: - Performs Excellent Work: Checks work quality before delivery and asks relevant questions to meet quality standards.- Ensures Continuous Improvement: Shows eagerness to learn new knowledge, technologies, tools or systems and displays willingness to go above and beyond.- Fulfills Safety and Regulatory Requirements: Demonstrates basic knowledge of conditions that affect safety and reports unsafe conditions to the appropriate person or department. Managing Resources Effectively :- Demonstrates Accountability: Takes responsibility for completing assigned activities and thinks beyond standard approaches to provide high-quality work/service.- Stewards Organizational Resources: Displays understanding of how personal actions will impact departmental resources.- Makes Data Driven Decisions: Uses accurate information and good decision making to consistently achieve results on time and without error. Fostering Innovation: - Generates New Ideas: Willingly proposes/accepts ideas or initiatives that will impact day-to-day operations by offering suggestions to enhance them.- Applies Technology: Absorbs new technology quickly; understands when to utilize the appropriate tools and procedures to ensure proper course of action.- Adapts to Change: Embraces changes by keeping an open mind to changing plans and incorporates change instructions into own area of work.

Position Qualifications:

Responsibilities:

Certifications:

Work Experience:

Relevant Work Experience

Experience Level:

Less than 1 year

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.