Administration & Records Specialist

WVU Medicine; Morgantown (WV); In loco; USD 40.000 - 55.000; Tempo pieno

Descrizione del lavoro

WVUH West Virginia University Hospitals seeks an administrative/data management specialist for the MD program. You will handle grade reports, student portfolios, and licensure application processing within a high‑attention, confidential environment.

The role supports the Dean's Office Medical Education, with duties spanning MSPE preparation, data maintenance, and event coordination. Day shifts, on-site in Morgantown, WV.

Competenze

• Associate degree with one year of administrative/office experience.
• Bachelor's degree with 2 years of higher education data management preferred.
• Strong organizational skills and ability to maintain confidentiality.

Mansioni

• Compile and maintain accurate grade reports for current student cohorts.
• Maintain web-based entries for medical student portfolios via the E-value system.
• Process licensure exam applications and compile MSPE data for residency matching.
• Update SRS data to reflect promotions and graduate reports.
• Prepare narratives and reports for CQI, AO A, and graduation ceremonies.

Conoscenze

Administrative support

Data management

Microsoft Office

Attention to detail

Confidentiality

Communication skills

Formazione

Associate degree

Bachelor's degree

Strumenti

Microsoft Word

Excel

PowerPoint

Outlook

Descrizione del lavoro

Data management of medical student records at WVU School of Medicine MD program for both current and former students.

Minimum Qualifications

EDUCATION, CERTIFICATION, EXPERIENCE, AND/OR LICENSURE:

• Associate’s degree with one year of administrative/office experience.

Experience

PREFERRED QUALIFICATIONS:

• Bachelor’s Degree with 2 years of higher education data management

CORE DUTIES AND RESPONSIBILITIES:

• Compile and maintain accurate grade reports for current student cohorts submitted to the Vice Dean for Medical Education, the Committee on Academic and Professional Standards (CAPS), Course Directors meetings and subcommittees.
• Maintain web-based academic and professional entries for medical student online portfolios via the current E-value system.
• Act as the NBME School Administrator responsible for processing of licensure exam applications for current students.
• Compile and manage the Medical Student Performance Evaluations (MSPE) for graduating students entering the residency match process coordinating the template with the regional campuses to include an individual portfolio of their clinical narratives, academic and professional progress, class quartiles and comparative data charts.
• Serve as the school administrator to complete MD licensure verification forms through the application and payment process as well as compiling all documentation and data needed for accurate, complete and timely completion.
• Update the Association of American Medical Colleges (AAMC) Student Record System (SRS) annually to reflect the promotion of all classes, matriculant student data, and the annual graduate report.
• Create and submit data following the National Residency Match Program (NRMP) results for both public and internal data reporting.
• Create and submit to the Student Services’ Deans the Continuous Quality Improvement (CQI) third-year clerkship and course phase narrative compliance report from all courses and clinical campuses at the completion of every term and 8-week clinical clerkship.
• Prepare bi-annual Alpha Omega Alpha (AOA) Honorary academic reports on upper quartile candidates based on student’s portfolio and class academic grade reports.
• Manage the visiting student housing schedule for both domestic and international students completing away rotations at WVUMedicine.
• Prepare programs, seating charts, lineups, etc for formal annual student events such as Oath of Integrity Ceremony, White Coat Ceremony, AOA and Gold Humanism Honors Society ceremonies and Investiture/Graduation.
• Assist with SOM wellness and school-sponsored events as needed.
• Front office support for students, families, faculty and staff including face to face, phone, USPS mail and electronic communications

PHYSICAL REQUIREMENTS:

• Capable of prolonged periods of sitting, standing and walking.
• Ability to lift up to 25 pounds
• High degree of concentration required

WORKING ENVIRONMENT:

Standard office environment

Skills And Abilities

• Maintains a high level of confidentiality at all times.
• Ability to work independently and exercise good judgment with exemplary attention to detail.
• Demonstrated advanced organizational skills with the ability to prioritize multiple activities and follow thru to completion. Ability to assist with developing, articulating and documenting short and long-term goals and objectives and tracking progress toward meeting those goals and objectives
• Strong oral presentation and critical thinking skills required.
• Excellent writing skills required in order to prepare memos/letters/correspondence and administrative reports to develop policies and procedures and respond to critical issues for the Executive
• Strong computer skills, communication skills, writing skills, organizational skills, and transcription are required. Demonstrated proficiency in Microsoft Office software, including but not limited to, Word, Outlook, Excel, and PowerPoint.
• Strong Calendar Management Skills.

Additional Job Description

Scheduled Weekly Hours:

40

Shift

Day (United States of America)

Exempt/Non-Exempt

United States of America (Non-Exempt)

Company

WVUH West Virginia University Hospitals

Cost Center

8341 UHA Deans Office Medical Education

Address

1 Medical Center Drive
Morgantown
West Virginia

Equal Opportunity Employer

West Virginia University Health System and its subsidiaries (collectively "WVUHS") is an equal opportunity employer and complies with all applicable federal, state, and local fair employment practices laws. WVUHS strictly prohibits and does not tolerate discrimination against employees, applicants, or any other covered persons because of race, color, religion, creed, national origin or ancestry, ethnicity, sex (including gender, pregnancy, sexual orientation, and gender identity), age, physical or mental disability, citizenship, past, current, or prospective service in the uniformed services, genetic information, or any other characteristic protected under applicable federal, state, or local law. All WVUHS employees, other workers, and representatives are prohibited from engaging in unlawful discrimination. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, training, promotion, discipline, compensation, benefits, and termination of employment.