Assistant Director of Alumni Relations and Continuing Medical Education

Lewisburg, West Virginia
Commensurate with education and experience
May 19, 2017
Institution Type
Four-Year Institution

Assistant Director of Alumni Relations & Continuing Medical Education

Summary:  Under supervision of the Director of Alumni Relations and Continuing Medical Education (CME), assist in planning, implementing and evaluating all aspects of alumni relations and continuing medical education sponsored by the Alumni Association, WVSOM and/or WVSOM affiliates.  Assists in all phases of CME programs, daily operations and services of the Office of Alumni Relations, the WVSOM Alumni Association, and the Office of Continuing Medical Education.  The Assistant Director of Alumni Relations and CME works closely with numerous departments and outside vendors to deal with a wide variety of functions relating to the development, implementation, and maintenance of documentation directed towards Alumni Relations, Continuing Medical Education, and the mission of WVSOM. 

Duties & Responsibilities:

  • Assist in creating and providing leadership for the overall direction of the Office of Alumni Relations and CME by strengthening lifelong relationships between alumni and WVSOM with the goal of increasing their engagement with the school.  The Assistant Director provides backup leadership when the Director is out of the office or unavailable.
  • Assist with the development and maintenance of standard operating procedures and policies for the department.  Ensure that all WVSOM policies and procedures are followed. 
  • Assist with the marketing of the Alumni Association’s fundraising projects, oversee the record keeping, and follow up correspondence for these projects.
  • Assist the Director with development and coordination of a wide range of special events and outreach initiatives locally and in targeted areas.  Duties include, but not limited to, assisting with details for class reunions, membership drives, alumni luncheons, receptions, and various exhibits, sometimes collaborating with other WVSOM departments. 
  • Assist with various campaigns and appeals coordinated by WVSOM and the WVSOM Alumni Association.
  • Assist in securing financial sponsorships for special WVSOM Events. 
  • Supervise physician placement opportunities for alumni and work individually with selected WVSOM Alumni on specific placement. 
  • Develop new means of communication with Alumni through Social Media.
  • Develop and create a WVSOM Alumni/WVSOM Student Mentor program.
  • Collaborates with Marketing and Communications Department on alumni/CME pages published in the WVSOM Magazine  and on the WVSOM website
  • Work with the Director to plan, initiate, and execute to completion CME programs following the AOA Guidelines.   Assist with the registration of attendees including the online registration program and recording of CME credits and supervise assigned staff.
  • Research, review, and evaluate health care topics to determine appropriate program topics and collaborate with MSOPTI and AHEC for additional CME requests and new programming.
  • Assist with identifying and scheduling qualified speakers and oversee the correspondence of all necessary preliminary information for each CME program.
  • Assist in facilitating a CME advisory committee and maintaining a speaker bureau.
  • Assist with the review and entry into contracts, negotiation of room blocks, selection of food and beverage, and design of conference layout. Attend on and off campus CME conferences with attention to assisting the director with all aspects of the conference.
  • Assist with the management of all exhibit areas in conjunction with Alumni and CME programs and assist in seeking additional funding when possible.
  • Assist the Director to develop, execute, and oversee printing of promotional materials for each CME program including printed publications, news releases, and brochures as well as national publication advertising and website.
  • Research new continuing education opportunities.
  • Performs other related duties as assigned or directed.

Knowledge, Skills & Abilities

  • Demonstrated experience in strategic planning.
  • Demonstrated experience with financial oversight.
  • Demonstrated experience in special event management or meeting planning.
  • Demonstrated ability to work independently and exercise sound judgment;
  • Proficient knowledge of Microsoft Office products, and proficiency with computer databases;
  • Proven ability to deal tactfully and effectively with students, faculty, staff, alumni, statewide campus personnel, public officials, business community, volunteers and community leaders.  
  • Excellent oral and written communication skills. 
  • Ability to multitask and being highly organized

A Bachelor’s Degree in education administration, public relations, communications, marketing, public administration, business administration or related field is required.  A Master’s Degree is preferred.    

Two to Three Years of recent and relevant experience in the following areas: public sector experience in public relations, alumni relations, marketing, or communications.  Experience in one or more of the following areas at the college level or at the professional school level are preferred: alumni relations, program development, alumni development, continuing education, student affairs, and/or event planning.

A combination of education and recent and related experience may be considered.

Required Licenses/Certifications

This position requires the candidate to have a valid and current driver’s license, as regular travel is required.


This position will be a full-time, non-classified administrative position with full state benefits and is exempt from FLSA provisions regarding overtime.  Salary commensurate with education and experience.  Moving expenses are negotiable.  Not all activities of this position occur within the confines of an 8:00-4:30 schedule and will require regular evening and weekend scheduling. Travel including overnight travel is required.  This position has been designated as essential. This means that when WVSOM is faced with an institutional emergency, employees in such positions may be required to remain at their work location or to report to work to protect, recover and continue operations at WVSOM.


Qualified applicants are encouraged to apply online at   Applications are considered confidential. The search committee will begin its review of applications upon receipt and the search will remain open until the position is filled.

WVSOM Community

WVSOM is a free-standing medical school nestled in the Allegheny Mountains. We are located in "America's Coolest Small Town" (Budget  Travel Magazine 2011) just minutes from the famed Greenbrier® Resort, a Five Diamond hotel and spa and host of the PGA’s annual Greenbrier Classic. WVSOM brings over 40 years of history serving the health and wellness needs of the Greenbrier Valley, the state of West Virginia and beyond. The school’s small-town, rural community cherishes its connection with the college and our students are actively engaged in service outreach and support for over 40 non-profit organizations in this area.  Additionally, WVSOM faculty and staff enjoy a vibrant cultural community which features one of only four operating Carnegie Halls in the world, as well as the state professional theatre of West Virginia. Throughout the year, employees can enjoy live plays and musicals, a broad representation of visual artists, an annual chocolate festival, a flourishing literary series, and live music events within a historic preservation area featuring 19th century architecture, unique shops and dining, and limitless outdoor recreation. This one-of-a-kind environment brings together farmers and artists, lumbermen and world-renowned musicians, holistic physicians and thrill-seeking whitewater rafters in a diverse melting pot that is truly unique!

The West Virginia School of Osteopathic Medicine is an equal opportunity employer and is committed to enhancing diversity among its faculty and staff.