Transplant Programs Operations Lead

WVU Medicine; United States; On-site; USD 70,000 - 100,000; Full time

Job summary

WVUH West Virginia University Hospitals is seeking a Program Coordinator for the Transplant Alliance to provide high-level coordination and operational support across transplant programs.

You will lead multi-disciplinary initiatives, manage regulatory documentation (OPTN, CMS), support program development and CME coordination, and align clinical, administrative, and financial teams under the Executive Director and AVP of Transplant Services.

Qualifications

• Bachelor’s degree in Healthcare Administration, Business Administration, Public Health, or related field and three (3) years of administrative experience
• High School Diploma with seven (7) years of progressively responsible administrative or program coordination experience
• Experience in healthcare program development, transplant services, or regulatory environments
• Experience with project or program coordination
• Familiarity with CMS, OPTN/UNOS, or other regulatory/accreditation bodies
• Previous experience supporting grant development, research coordination, or technical writing
• Experience assisting with Continuing Medical Education (CME) coordination or educational program support

Responsibilities

• Leads and coordinates activities related to the design, development, and ongoing operations of transplant programs, including adult and pediatric initiatives, ensuring alignment with organizational strategy and performance goals
• Supports the launch of new programs through coordination of project activities, tracking timelines and deliverables, identifying potential barriers, and facilitating communication among stakeholders
• Maintains centralized program trackers, dashboards, and status reports, ensuring information is accurate, current, and available to support leadership decision-making
• Oversees preparation and coordination of regulatory submissions (e.g., OPTN, CMS), ensuring that documentation reflects program practices and meets applicable requirements and standards
• Monitors program requirements, documentation, and deadlines, proactively communicating upcoming needs and potential gaps to leadership to support regulatory readiness
• Directs internal stakeholders in gathering and organizing materials for applications, audits, and reporting, exercising judgment in resolving issues and clarifying expectations
• Provides operational and project coordination support to the Executive Director, CAO of WVU Hospitals, and AVP of Transplant Services by facilitating communication, tracking priorities, and supporting execution of program initiatives
• Designs and prepares agendas, briefing documents, presentations, and summaries for leadership discussions, highlighting key issues, trends, and decision points
• Coordinates designated strategic initiatives and special projects across transplant services, supporting implementation, tracking progress, and communicating status updates to leadership
• Serve as a liaison across clinical teams, hospital departments, finance, IT (Epic), and external partners
• Coordinate meetings and ensure follow-up on action items across multiple stakeholders
• Facilitate communication and alignment across system-level transplant initiatives
• Coordinates educational initiatives and training activities within the Transplant Alliance, ensuring activities are organized, scheduled, and aligned with program objectives and regulatory requirements
• Coordinates the planning and execution of Continuing Medical Education (CME) activities, ensuring required documentation is complete, logistics are organized, and feedback is collected to inform ongoing program improvements
• Partners with clinical and administrative leaders to shape educational content, recommending topics and formats that support quality, safety, and program development priorities
• Coordinates outreach initiatives, program growth activities, and partnership efforts, supporting implementation and providing operational support for leadership-directed strategies
• Coordinates site visits, benchmarking activities, and external collaborations, assisting with logistics, information gathering, and follow-up activities that support program development
• Leads the collection, organization, and synthesis of information for grant applications, research initiatives, and program reporting, ensuring accuracy and alignment with institutional priorities
• Manages complex calendars and scheduling for multiple senior leaders, coordinating competing priorities and ensuring alignment with organizational and program needs
• Directs logistical planning for high-impact meetings, events, and program activities, ensuring resources, information, and stakeholders are aligned for successful execution
• Provides high-level administrative and project management support with a focus on optimizing program operations, continuously identifying opportunities to streamline processes and enhance efficiency

Skills

Healthcare program development

Regulatory environments

Project coordination

CME coordination

Education

Bachelor's degree in Healthcare Administration / related field with 3 years experience

High School Diploma with 7 years administrative experience

Tools

Epic

Job description

WVUH West Virginia University Hospitals is seeking a Program Coordinator for the Transplant Alliance to provide high-level coordination and operational support across transplant programs.

You will lead multi-disciplinary initiatives, manage regulatory documentation (OPTN, CMS), support program development and CME coordination, and align clinical, administrative, and financial teams under the Executive Director and AVP of Transplant Services.