Orthopaedics Program Manager - ON SITE

Position Summary

The Program Manager provides comprehensive administrative, operational, marketing, and event support for the Department of Orthopaedics. This position is responsible for managing departmental databases, supporting faculty, developing communications and marketing materials, organizing educational and special events, and ensuring efficient departmental operations. The Program Manager serves as a key liaison among departmental leadership, faculty, institutional partners, and external stakeholders.

Required Qualifications

• Bachelor's Degree (or equivalent experience), preferably in Business Administration, Healthcare Administration, Communications, Education, Marketing, or a related field.
• 3 years of relevant experience; prefer 3–5 years of administrative, academic program, event management, communications, or project coordination experience.
• Experience supporting academic medicine, graduate medical education, residency programs, or healthcare operations preferred.

Knowledge, Skills, and Abilities

• Strong organizational and project management skills.
• Experience managing databases and generating reports.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
• Experience with email marketing platforms, website content management systems, and survey tools.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Strong attention to detail and accuracy.
• Ability to work independently and collaboratively with diverse stakeholders.
• Knowledge of academic medicine, healthcare, or higher education environments preferred.

Key Performance Indicators (KPIs)

• Accuracy and completeness of departmental databases.
• Timely delivery of newsletters and communications.
• Successful execution of departmental events and educational programs.
• Stakeholder satisfaction with administrative support.
• Timeliness and quality of reports and project deliverables.
• Growth in communication engagement metrics (newsletter open rates, website traffic, event participation).

Work Location

This position will work on site on the 4th floor of the Medical Center East (MCE) South Tower at Vanderbilt University Medical Center, 1215 21st Ave. South, Nashville, TN.

Department Summary

Each year, the Department of Orthopaedic Surgery provides 110,000 outpatient visits and manages 11,500 surgical cases — all with a passion for equipping the next generation of orthopaedic surgeons and for making a difference in the lives of the people we serve. By implementing new technologies, processes and ideas — and by adding clinicians and scientists who further our pursuit of basic, translational and clinical research — we work to advance our field of medicine, improve our surgical training and deliver the highest level of patient care. For additional information, visit https://www.vumc.org/ortho/welcome.

Essential Duties and Responsibilities

Database Management & Reporting

• Maintain departmental databases related to faculty activities, educational programs, research initiatives, trainees, alumni, and outreach activities.
• Ensure data accuracy, integrity, and compliance with institutional policies.
• Generate routine and ad hoc reports for departmental leadership.
• Track participation metrics, program outcomes, and key performance indicators.
• Develop and maintain electronic filing systems and document repositories.
• Assist with data collection for annual reports and strategic planning initiatives.

Marketing & Communications

• Develop and distribute newsletters, announcements, and departmental communications.
• Create promotional materials for educational programs, conferences, and departmental initiatives.
• Manage content updates for department websites, digital platforms, and social media channels.
• Collaborate with institutional communications and marketing teams.
• Maintain communication lists and distribution groups.
• Track marketing and engagement metrics and provide summary reports.

Newsletter Development

• Coordinate the planning, content collection, design, and distribution of departmental newsletters.
• Gather updates from faculty, staff, trainees, and research teams.
• Draft articles, announcements, highlights, and success stories.
• Develop publication schedules and ensure timely distribution.
• Maintain archives of newsletters and related communications.

Event Management & Coordination

• Plan and coordinate departmental meetings, conferences, seminars, grand rounds, workshops, and special events.
• Manage event logistics including venue reservations, vendor coordination, catering, travel arrangements, registration, and audiovisual needs.
• Develop event timelines and project plans.
• Coordinate speaker communications and presentation materials.
• Manage attendee registration and attendance tracking.
• Prepare post-event evaluations and summary reports.

Faculty & Research Support

• Support onboarding of new faculty.
• Assist faculty with academic, educational, and administrative projects.
• Coordinate meetings and track action items.
• Support collection and organization of faculty academic accomplishments.
• Assist with preparation of presentations, reports, and departmental publications.
• Maintain records of scholarly activity and professional achievements.

Project Coordination

• Manage multiple projects simultaneously while meeting established deadlines.
• Track project milestones and deliverables.
• Identify process improvement opportunities and implement efficiencies.
• Collaborate with internal and external stakeholders on departmental initiatives.

Administrative Operations

• Provide general administrative support to department leadership and assigned division faculty.
• Schedule meetings and prepare agendas and meeting materials.
• Prepare meeting minutes and follow up on action items.
• Process Provider Time Away requests for faculty and Advance Practice Providers.
• Manage peer-to-peer, C30A worker’s comp request forms and deposition requests for assigned faculty.
• Support purchasing requests and invoice processing as assigned.
• Ensure compliance