Program Coordinator

West Virginia School of Osteopathic Medicine; Lewisburg (WV); On-site; USD 37,000 - 45,000; Full time

Job summary

West Virginia School of Osteopathic Medicine (WVSOM) is seeking a Program Coordinator on the Main Campus in Lewisburg, WV. The role supports the GME Department and MSOPTI, handling scheduling, data entry, budgeting, travel, records, and communications with students, faculty, and external sites.

The ideal candidate holds a Bachelor's degree with 2+ years of admin experience, proficient MS Office skills, and the ability to work independently while maintaining confidentiality.

Qualifications

• Bachelor's degree or equivalent job experience.
• Secretarial or administrative support experience; Over 2 Years
• Computer software experience (MS Software); Over 2 Years
• Office management experience; Over 2 Years
• Customer service experience; Over 2 Years

Responsibilities

• Provide administrative support for the GME Department, MSOPTI organization, and other groups.
• Coordinate GME and MSOPTI programs, projects, and administrative processes from start to finish.
• Oversee data collection, validation, maintenance, and reporting; ensure records accuracy.
• Coordinate documentation for accreditation, compliance, and reporting activities.
• Plan and evaluate meetings, workshops, conferences, events, and projects.
• Develop and maintain departmental SOPs and improve workflows and service delivery.
• Serve as primary operational contact for GME functions; work with students, residents, faculty, and staff.
• Manage visitor reception, correspondence, and messages; support urgent communications.
• Draft correspondence and reports for Associate Dean signatures.
• Take minutes, file documents, and perform regular audits.
• Monitor inventory, order office supplies, and assist with budgets.
• Coordinate travel for department staff and manage travel paperwork.
• Ensure compliance with MSOPTI, GME, ACGME/ACOA policies; train staff as needed.
• Assist with MSOPTI committees, events, and meetings; follow up on actions.
• Support budget preparation and annual financial audit processes.
• Upload and organize GME documents in online filing systems.
• Back-up for GME Technical Manager and related duties as directed.
• Handle internal communications and issue escalation as needed.
• Monitor deadlines and ensure timely completion of assignments.

Skills

Interpersonal skills

MS Office proficiency

CANVAS

Proofreading

Policy interpretation

Independent worker

Stakeholder coordination

Record keeping

Budgeting basics

Confidentiality

Travel coordination

Scheduling & events

Evening/weekend flexibility

Education

Bachelor's degree

Tools

MS Office

CANVAS

Job description

Position Title:

Program Coordinator

Unit/Division:

Academic Affairs

Location:

WVSOM Main Campus, Lewisburg, WV

Scheduled Hours Per Week:

37.5 hours

FLSA Status:

Non-Exempt

Job Description Summary:

The Program Coordinator at the West Virginia School of Osteopathic Medicine (WVSOM) will perform a variety of complex administrative duties for the GME Department and MSOPTI. Administrative duties include filing, receptionist duties, budget tracking, ordering supplies, general correspondence, minute-taking for meetings, travel arrangements, data entry, managing records, scheduling and coordinating meetings, preparing reports, communicating with clients and the MSOPTI Governing Board, GME counseling, coordinating distance learning programs and special events, and other routine activities related to responsibilities working with students, faculty, staff, residents, postdoctoral training sites, and other constituency groups, while following established departmental policies, procedures, and methods. This position may also serve as backup for rotation and residency application systems. This position reports to the Associate Dean of GME/MSOPTI Executive Director. This is a full-time, non-classified position; it is non-exempt under the FLSA regarding overtime. Minimum base salary is $40,950 ($21/hour) commensurate with education and experience. Not all activities of this position occur within the confines of an 8:00-4:30 schedule and may require evening and weekend scheduling as needed. The weekly schedule for this position will be established between the supervisor and the employee and approved based on the needs of the department and the institution. This position has been designated as Essential. This means that when WVSOM faces an institutional emergency, employees in such positions may be required to remain at their work location or report to work to protect, recover, and continue operations at WVSOM.

West Virginia School of Osteopathic Medicine is an equal opportunity employer.

Minimum Education:

Bachelor's

Skills Required:

Education and Experience

An equivalent combination of relevant, recent experience and training that provides the required knowledge, skills, and abilities may be considered.

• Successful candidate will have a bachelor’s degree or equivalent job experience.
• Secretarial or administrative support experience; Over 2 Years
• Computer software experience (Specifically MS Software); Over 2 Years
• Office management experience; Over 2 Years
• Customer service experience; Over 2 Years

Skills & Abilities

• Strong interpersonal skills with the ability to maintain a professional and positive demeanor in any communication capacity (written, verbal, or electronic), along with excellent communication skills;
• Demonstrated proficiency in Microsoft Software, including, but not limited to, Word, Excel, PowerPoint, Teams, and Outlook;
• Desire to learn new software and technologies with the ability to use these applications effectively.
• Demonstrated proficiency in the CANVAS academic system;
• Excellent proofreading skills;
• Ability to interpret and implement MSOPTI policies and procedures, Commission on Osteopathic College Accreditation (COCA), and ACGME Accreditation standards for institutions and residency programs
• Demonstrated ability to work independently, reason logically, and analyze and solve problems.
• Proven skill in interacting with the public and different constituency groups and demonstrated ability to establish and maintain cooperative working relationships among all levels of employees within an organization.
• Proficiency in record keeping and filing systems, including electronic filing systems.
• Good financial transaction processing skills and knowledge of basic principles and practices of financial record keeping.
• Assists with assembling the department’s budget; prior budgetary experience is desired.
• Ability to learn and to apply effectively the policies, procedures, and guidelines affecting the MSOPTI office, GME department, and institution, with demonstrated ability to interpret and apply solid judgment, discretion, and initiative in performing a variety of complex administrative tasks.
• Ability to maintain the confidentiality of highly sensitive information.
• Ability to rapidly learn the operations and culture of GME/MSOPTI/WVSOM;
• Ability to coordinate and prioritize many different tasks, set deadlines, and complete projects promptly.
• Manages schedules, makes travel arrangements, and facilitates communication with different constituency groups.
• Position requires occasional travel and attendance at after-hours meetings.

Duties and Responsibilities:

• Provide administrative support for the GME Department, MSOPTI organization, and other associated groups as directed or assigned.
• Independently coordinate assigned GME and MSOPTI programs, projects, and administrative processes from initiation through completion, including establishing timelines, monitoring progress, resolving routine issues, and reporting status to departmental leadership.
• Oversee the collection, validation, maintenance, and reporting of MSOPTI data; prepare recurring and ad hoc reports and ensure the accuracy and integrity of departmental records and databases.
• Coordinate documentation and data collection required for institutional, ACGME, AOA, MSOPTI, and other accreditation, compliance, audit, and reporting activities.
• Plan, coordinate, implement, and evaluate assigned GME & MSOPTI meetings, workshops, conferences, special events, and departmental projects, including follow-up activities and documentation.
• Develop, implement, and maintain departmental standard operating procedures and identify opportunities to improve administrative processes, workflows, technology use, and service delivery.
• Serve as a primary operational point of contact for assigned GME functions, working independently with students, residents, faculty, program directors, training sites, institutional departments, and external organizations to resolve questions and coordinate activities.
• Receives and greets visitors of the MSOPTI/GME Department. Handles correspondence and communicates messages with appropriate follow-up.
• Composes and produces correspondence, agreements, and reports for review and signature of the Associate Dean of GME/MSOPTI Executive Director.
• Take and transcribe minutes for office-related meetings and committees.
• File and monitor required documents and perform regular file audits.
• As requested, conducts special studies and investigations by researching all pertinent information and preparing associated reports.
• Assist with monitoring inventory and ordering office supplies and promotional materials as requested.
• Manages the Associate Dean of GME/MSOPTI Executive Director’s schedule.
• Coordinate reservations of travel arrangements for department administrators and staff as requested; complete and manage necessary paperwork for travel.
• Monitors office and follows compliance with relevant federal, state, AOA, ACGME, institutional, and MSOPTI policies and procedures, and provides training to staff.
• Monitors required institutional, office paperwork, documents, reports, and correspondence for accuracy, completion, and appropriate record keeping and filing;
• Assist in the coordination and follow-up for GME committees, conferences, workshops, special events, and meetings. This includes, but is not limited to, WVOMA, Hospital Day, Match Day Celebration, Mid-Winter Continuing Medical Education conferences, and Summer Seminar.
• Assist in the preparation of correspondence, reports, agreements, training manuals, and other documents, as directed.
• Assist with the preparation and monitoring of the GME and MSOPTI budgets.
• Plan, initiate, and execute to completion all administrative work of GME/MSOPTI, which may include maintaining office and educational supplies for the office and faculty.
• Monitor the GME and MSOPTI Budgets and assist in the annual MSOPTI financial audit and budget development process.
• Responsible for scanning and uploading GME documents into an online filing system.
• Arranges, participates in, implements, and coordinates follow-up for MSOPTI committees, related board meetings, conferences, workshops, special events, and meetings;
• Serve as the back-up for the GME Technical Manager.
• Collect, sort, open, and distribute incoming mail for GME and MSOPTI.
• Assists the department in other areas related to the office and department as directed.
• Assists the Associate Dean of GME/MSOPTI Executive Director in other areas related to the functioning of the office/department.
• Brings attention to critical problems or issues requiring immediate attention.
• Monitors the completion of GME assignments by students.
• related duties as assigned or directed.

Special Instructions:

WVSOM requires official transcripts of your highest degree earned and/or the degree in which qualifies you for the position. WVSOM requires these transcripts prior to an offer of employment, and we do recommend you send those to WVSOM once you have been selected for an interview. A transcript is official if it bears the authorizing signature and the official seal of the issuing institution and is sent directly by the school or college to the Office of Human Resources. Should your college or university provide this information electronically, we would ask that you submit that to Sherri Miller - HR Coordinator at [e-mail].