Sr Program Manager - HYBRID

Discover Vanderbilt Health: With eight hospitals and over 180 clinics, we are the region’s largest comprehensive academic health system. Vanderbilt Health has a long tradition of providing world-class care to the people of the Mid-South, living out our mission of moving medicine forward through preeminent programs in patient care, education and research. Here you’ll find a spirit of collaboration and a supportive community where your expertise is valued, your knowledge expanded and your uniqueness celebrated. We are committed to fostering an environment where talented, compassionate people are united in bringing the most advanced care to our neighbors throughout the region. Organization: Continuing Med Educ Job Summary: The Senior Program Manager, OCPD provides advanced programmatic, operational, financial, and compliance oversight for Vanderbilt University Medical Center’s (VUMC) accredited continuing medical education (CME) program. This position serves as a senior subject matter expert responsible for the full lifecycle of assigned CME activities, with particular emphasis on commercial support, exhibits, financial management and reconciliation, Stark Law considerations, disclosure management, accreditation compliance, and activity closeout. The position requires a high degree of independent judgment and decision-making and has significant responsibility for protecting VUMC’s accreditation standing, financial integrity, and institutional reputation. Preferred Knowledge, Skills & Competencies The successful candidate will demonstrate: • Bachelor's Degree (or equivalent experience) • Working knowledge of ACCME accreditation requirements and the Standards for Integrity and Independence in Accredited Continuing Education. • Experience managing commercial support, exhibits, grants, sponsorships, or similar external funding arrangements. • Strong financial management skills, including budgeting, reconciliation, invoice management, and financial reporting. • Ability to interpret and operationalize complex accreditation, regulatory, legal, and institutional requirements. • Experience managing complex programs or projects involving multiple stakeholders and competing priorities. • Strong analytical, problem-solving, and risk-assessment capabilities. • Demonstrated ability to manage multiple concurrent activities, deadlines, and deliverables in a high-volume environment. • Excellent written and verbal communication skills. • Strong consultation, negotiation, relationship-management, and customer-service skills. • Ability to collaborate effectively with physicians, faculty, senior leaders, finance, compliance, administrative staff, external organizations, and commercial entities. Preferred Experience • Experience working within an ACCME-accredited CME/CPD program, academic medical center, healthcare organization, medical specialty society, professional association, or comparable environment. • Experience overseeing CME activities through the full activity lifecycle. • Experience with commercial support and exhibit compliance. • Experience with financial reconciliation and budget management. • Experience developing or implementing policies, procedures, workflows, and process improvements. • Experience working with CME management systems or comparable education-management technology. . DEPARTMENT SUMMARY: VUMC is an accredited provider of American Medical Association PRA 1™ credits for continuing medical education through the Accreditation Counsel on Continuing Medical Education (ACCME-link to accme.org). The Division of CME in the Office for Continuous Professional Development (OCPD) certifies approximately 600 activities each year for AMA PRA Category 1 Credit™. The CME program at Vanderbilt University Medical Center (VUMC) is decentralized. In most cases, CME activity directors (ADs) and their faculty colleagues plan CME activities that address issues at the department, division, center, or institute level. In other cases, planning may be initiated at the VUMC level to address institution-wide issues such as end-of-life planning or community issues such as proper prescribing of opioids. VUMC is among the largest providers of CME at Academic Medical Centers nationally. For more information, please visit https://www.vumc.org/ocpd/continuing-medical-education-cme. Key Responsibilities Commercial Support & Exhibits - Serve as a primary subject matter expert for commercial support and exhibits within the CME program. - Oversee commercial support processes to ensure compliance with ACCME requirements, institutional policies, and applicable regulations. - Lead development, compliance review, execution, tracking, and reconciliation of commercial support agreements. - Provide guidance to faculty, planners, external partners, and staff regarding appropriate management of commercial support. - Oversee exhibit processes and strategy, including vendor engagement, agreements, compliance requirements, and revenue tracking. - Review complex or nonstandard commercial support and exhibit arrangements and recommend compliant solutions. - Partner with OCPD leadership and institutional stakeholders to resolve high-risk or compliance-sensitive issues involving commercial interests. Accreditation & Regulatory Compliance - Ensure CME activities comply with applicable accreditation requirements, including the Accreditation Council for Continuing Medical Education (ACCME) Standards for Integrity and Independence in Accredited Continuing Education, as well as VUMC policies and procedures. - Provide advanced guidance to faculty, planners, staff, and other stakeholders regarding CME compliance requirements. - Identify potential compliance risks and develop proactive solutions and corrective actions. - Maintain documentation and processes that support institutional and accreditation audit readiness. - Contribute to the development, implementation, review, and continuous improvement of CME policies, procedures, tools, and operational standards. Financial Management & Reconciliation - Provide advanced financial oversight for all OCPD initiatives including CME activities, including budget monitoring, invoice review and tracking, revenue monitoring, and financial reconciliation. - Monitor monthly financial activity and identify discrepancies, risks, and outstanding financial obligations. - Lead financial close-out and reconciliation of CME activities. - Monitor and reconcile commercial support and exhibit revenue and related expenses. - Collaborate with finance and activity stakeholders to resolve financial discrepancies and ensure appropriate documentation. - Provide financial information and analysis to support programmatic decision-making and long-term sustainability. - Promote consistent financial management practices across the OCPD portfolio. - Lead contract management activities for OCPD programs, including tracking, renewal, and closeout of agreements; ensure contractual terms align with accreditation requirements, institutional policies, financial controls, and applicable regulatory requirements. Non-Compensatory Policy Compliance - Ensure required Stark Law documentation is complete, accurate, maintained, and audit-ready. - Monitor compliance requirements and prepare or coordinate required quarterly reports. - Identify potential compliance concerns and escalate or resolve issues in partnership with OCPD leadership and institutional stakeholders. - Maintain awareness of regulatory and institutional changes that may affect CME operations. CME Activity Management - Manage CME activity submissions, timelines, deadlines, and documentation requirements. - Review submissions for completeness and compliance and provide guidance regarding late, incomplete, or higher-risk submissions. - Track completion of required evaluations and other post-activity documentation. - Lead comprehensive activity closeout to ensure required accreditation, financial, and operational documentation is complete and accurate. - Identify trends and opportunities to improve activity management processes, efficiency, and customer experience. - Review and track submitted planner financial disclosure from activity planners and faculty 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 This role offers the opportunity to make a meaningful impact within Vanderbilt Health, supported by a comprehensive benefits package which may include health, disability, retirement and/or wellness offerings to enhance your well-being and professional growth. 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.