Program Manager

The Project Manager for the Division of Hematology / Oncology provides leadership, management, and support for the Division's T32 Research Training Program, K12 Research Career Development Award, faculty recruitment process, and Divisional outreach and engagement initiatives. The Project Manager will accomplish this by working closely with and providing high-level support to the Division Director. The Project Manager will work with other key stakeholders in the Division, Department and School to understand and analyze operational procedures, requirements, processes and/or other needs as specified by Vanderbilt University Medical Center and Federal funding agencies.

T32 Training Grant / K12 Career Development Award Management

• Coordinate appointment changes and personnel actions with the GME office and other appropriate areas for all trainees
• Maintain a body of knowledge about training and individual fellowship awards in order to advise trainees and potential trainees on the application process, regulations, and award components
• Develop and distribute procedures and protocols that are used to help students understand the grant writing and submitting process, both on a university and federal level
• Create and distribute templates for components of the fellowship grant that describe training and responsible conduct in research practices
• Preparation of annual progress reports for the T32 and K12 NIH grants
• Preparation and completion of Notice of Termination reports for trainees completing service on the grant as required for accounting reconciliation
• Assist with data collection for required NIH data tables and written components of competing renewals and the annual progress report
• Work with trainee's department and PI to ensure timely submission and answer questions regarding the budget and other components of the grant
• Provide a resource for submission of trainee manuscripts to NIH PubMed Central
• Maintain a calendar of application dates and milestones
• Prepare documentation and obtain proper authorization for post-award grant requests such as extensions and leaves of absence
• Coordinate quarterly meetings of the Internal and External Advisory Committees
• Plan and coordinate K12 Awardee / Mentor Retreat
• Ensure dates encourage highest level of faculty participation
• Plan logistics of meeting, invite and arrange travel for external advisor
• Coordinate the meeting agenda with Division leadership and other outside parties

Other Divisional Project Management

• Organize and coordinate Divisional receptions, symposiums, retreats and various other outreach activities
• Plans annual Division receptions at ASCO and ASH
• Secures event location, menu, and entertainment
• Coordinate Save the Date mailing, reception invitation and RSVP list for invitees (several hundred); invitees include current and formal faculty, former fellows, and other non VUMC collaborators
• Collaborate with the Medical Alumni Association, VICC, or other organizational units to promote and publicize the event
• Co-host and photograph event and conference; update social media accounts
• Project coordinator for national activities specific to the research focus of the Division Director
• Example: the Renal Medullary Carcinoma (RMC) Alliance
• Along with the Division Director, the Executive Assistant plans the RMC international meeting including tracking attendees, creating the agenda and announcements, and providing editorial support for publications that follow the annual meeting.
• Example: Kidney Cancer Association Patient and Survivor Meeting
• Work with the KCA to obtain funding for, promote and publicize the event
• Promote the event through various VUMC venues
• Coordinate facilities, food services, and meeting support
• Work with the Development Office on the planning of philanthropic / outreach events
• Ensure faculty recognition for significant publications, grant awards, promotions and other leadership positions for Division faculty
• Manage Division social media accounts
• Coordinate the Faculty retreat--venue, facilities, agenda, food service
• Communicate, implement, interpret, and revise goals, policies and procedures as appropriate
• Ensure that data and records will be created and maintained (per department and University guidelines) to document financial, planning, correspondence, procedures, processes and other information necessary to reflect project activities
• Resolve problems and answer inquiries concerning project activities