Program Coordinator

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 smiller@osteo.wvsom.edu.

Quick Link to Posting:

https://careers.wvsom.edu/postings/3519

Organization

The mission of the West Virginia School of Osteopathic Medicine (WVSOM) is to educate students from diverse backgrounds as lifelong learners in osteopathic medicine and complementary health related programs; to advance scientific knowledge through academic, clinical and basic science research; and to promote patient-centered, evidence based medicine.

WVSOM is dedicated to serve, first and foremost, the state of West Virginia and the special health care needs of its residents, emphasizing primary care in rural areas.

10 REASONS TO CHOOSE WEST VIRGINIA SCHOOL OF OSTEOPATHIC MEDICINE
Because of our outstanding medical education programs. Because of our latest high-tech learning tools. Because WVSOM has a sense of community togetherness and family feeling.

Reason #1: The feel of a small school with a national reputation
Our legacy of excellence has earned WVSOM national recognition for many years as a leader in the nation for family medicine, primary care and rural medicine by the highly regarded U.S. News & World Report. With a passion for providing the best osteopathic medical education, WVSOM fosters the development of caring and compassionate physicians. WVSOM has also been named by The Chronicle of Higher Education in "Great Colleges to Work For."

Reason #2: Education is our top priority
At WVSOM, our faculty is dedicated to our principal mission: educating osteopathic students in all areas of medicine. Because we are a free standing program—not part of a larger university—our faculty of nationally and internationally recognized PhDs, DOs and MDs are free to focus on the education of our students. Their passion for teaching and commitment to lifelong learning are the hallmarks of a WVSOM medical education.

Reason #3: Preparing students for primary care and all other specialties
WVSOM is leading the charge to elevate community-based services to a more prominent position in our nation's health care system. With the firm medical education that we provide, students are well prepared to succeed in any field of medicine they choose to pursue.

Reason #4: Curriculum to maximize learning style
WVSOM presents a 21st century, clinically integrated approach to medical education. In the first two years, students are exposed to a variety of learning modes, including small group case presentations, lectures and laboratory experiences, and interaction with standardized patients and robots. Students learn a variety of clinical skills, and have early clinical encounters with real patients. All of these curricular activities integrate the basic sciences and their application to the patient. During years three and four, through the Statewide Campus System, students spend time in physician offices and hospitals, honing their skills with actual patients.

Reason #5: Our professors
Students at WVSOM have unprecedented access to consult with professors on an individual basis beyond the classroom setting. Open office hours, combined with the fact that most faculty members live in close proximity to campus, ensure that instructors are not just available, but eager to address questions or concerns one-on-one. Teaching is our primary objective, and we understand that learning often happens outside of classroom time.

Reason #6: A holistic approach to healing and emphasis on preventive medicine
The osteopathic philosophy of medicine provides everything students need to become a fully competent, practicing physician with a more holistic approach to the patient. While osteopathic physicians practice traditional medicine and surgery, they also focus on preventive medicine and ways to attain and maintain wellness. An osteopathic medical education provides training in OMM (Osteopathic Manipulative Medicine), a practice where physicians use their hands as another tool to diagnose and treat injury and illness.

Reason #7: Leading edge technology
WVSOM is on the forefront of innovation, providing a cutting-edge medical education. For first and second year students, wireless Internet service envelops the entire campus, ensuring 24/7 access to research sources, classroom materials and a global communications network. Each first year student receives a new, fully programmed laptop computer to utilize during their four years of study. During third and fourth year off-site rotations, students can gain access to testing, grading and evaluation forms, required reading lists and other instructional materials via WVSOM's secure student portal.

More traditional research needs can be fulfilled in WVSOM's modern library facility. Consisting of over 33,000 items, the library features current books, literature, scientific journals and access to over 8,000 full-text e-journals. Of special note is the osteopathic history collection and a unique index of over 23,000 osteopathic articles. The library also provides comfortable space for individual and group study with computer workstations, AV study rooms and individual cubicles.

Reason #8: Human patient simulators (robots) put real-life scenarios in students' hands
Students at WVSOM utilize human patient simulators to confront and treat real-world patient situations in a safe, controlled clinical training environment. These full-size, interactive, computerized mannequins can provide real-life simulations of more than 80 medical conditions, allowing for many different kinds of training scenarios.

With their life-like exterior and hi-tech internal components, WVSOM's patient simulators provide an incredibly realistic training experience for students.

With the robots, failure does not mean a bad grade; failure means a patient dies. This visceral experience enhances the learning experience and makes a lasting impression.

Reason #9: World-class anatomy lab offers hands-on learning environment
The study of human anatomy is a core component of the nationally recognized osteopathic medical education program at WVSOM. Our advanced anatomy lab features state-of-the-art equipment and ventilation systems, along with a multipurpose anatomy demonstration room to enhance the learning experience. This tactile learning environment offers a level of hands-on exposure to the human anatomy in a sterile and controlled environment that no simulator or model can provide.

Reason #10: Standardized patients training
In the medical field, effectively communicating with the patient is critical to acquiring complete medical histories, performing thorough physical exams and accurately diagnosing and treating the whole patient. In a simulated and controlled environment, actors portray patients with a specific set of medical issues and symptoms. Students must complete a comprehensive physical examination on the patient. This experience provides an invaluable opportunity to practice interview skills and develop a compassionate bedside manner.

Company info

Website: https://www.wvsom.edu/

Telephone: 8003567836

Location: 400 Lee Street North, Lewisburg, WV, 24901, United States