Program Coordinator

West Virginia School of Osteopathic Medicine
Lewisburg, WV

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Job Details

Position Title:

Program Coordinator


Academic Affairs

Scheduled Hours Per Week:

37.5 hours

FLSA Status:


Job Description Summary:

The Program Coordinator provides complex independent administrative support for the Predoctoral Clinical Education department including the Associate Dean for Predoctoral Clinical Education, the Statewide Campus Managing Director, and the Statewide Campus Administrative Assistant Senior. This position coordinates the credentialing of core preceptors and adjunct faculty appointments, assists with gathering data for accreditation reports, and provides additional reports and data as requested. This position directly supports the Associate Dean for Predoctoral Clinical Education.

This is a full-time, non-classified position; it is non-exempt from FLSA regulations concerning overtime. Minimum base salary is $32,000, though commensurate with experience and education. 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 given the needs of the department and the institution.

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

Minimum Education:


Required Licenses/Certification:

Successful candidate will have an earned Associate’s Degree, or equivalent, though a combination of recent and related experience will be considered.

Skills Required:

  • Demonstrated proficiency in Microsoft Office applications including Word, PowerPoint, Access and Excel, as well as databases.
  • Advanced skills in Excel.
  • Excellent proofreading skills and ability to coordinate and prioritize many different tasks, set deadlines and complete projects in a timely manner.
  • Ability to communicate clearly and in a professional manner.
  • Ability to learn and apply effectively the policies, procedures and guidelines affecting the position and work unit to which assigned, as well as the institution.
  • Uphold the image and integrity of WVSOM by putting forth a positive and professional image at all times.
  • Must work well with the public, students, community physicians, hospital personnel and staff.
  • Must have the ability to handle confidential material.
  • Proven organization skills and willingness to initiate new ideas to improve office processes.
  • Ability to complete assignments with initiative and without detailed instructions.
  • Demonstrated ability to work independently.
  • Ability to establish and maintain excellent cooperative working relationships and present a professional positive appearance and attitude.
  • Willingness to travel on an as needed basis.

Duties and Responsibilities:

  • Coordinate the credentialing of Third Year Core Preceptors. This includes collecting and verifying credentials, creating and maintaining a complex Excel spreadsheet, and running monthly reports to ensure that all credentialing information is up to date.
  • Coordinate the Clinical Adjunct Faculty Appointment process. This position shall work with the Regional Assistant Deans to identify eligible preceptors and follow through with all steps of the process from start to finish. This includes contacting preceptors for required credentialing documentation, verifying that all required documents are correct, preparing letters and certificates for signature, creating and maintaining an Excel spreadsheet to track the process, and running monthly reports to ensure that all documentation is up to date.
  • Assist in preparing documentation for accreditation purposes and check for accuracy. Documentation includes gathering and organizing information for Clinical Faculty appointments, license verification, adequacy of core clinical rotation capacity, student career counseling activities, etc.
  • Create confidential letters for students regarding COMLEX and Rotation failures and learning plans and schedule meetings with student and Associate Dean regarding these issues.
  • Track preceptor W9’s to ensure that the process is running smoothly and preceptors are paid in a timely fashion.
  • Track all travel for SWC employees and review reimbursement forms for correctness.
  • Serve as Administrator for the DocCom and WISE-MD websites. This includes managing student and WVSOM employee user account access.
  • Maintain and update the Clinical Education Manual and upload to website and Emedley.
  • Monitor the completion of 3rd and 4th year student Stookey Notes and notify graders of any past due Stookey Notes that need graded.
  • Manage the Associate Dean’s Outlook calendar.
  • Respond to problems, questions, and inquires in a timely manner.
  • Receive and greet visitors to the office, answer phone calls, and communicate messages clearly and concisely.
  • Perform basic administrative tasks, including filing; ordering office supplies; coordinating travel arrangements; scheduling meetings and taking minutes.
  • Assist with Year 1 and Year 2 SWC Orientation, SWC Site Selection Night, and other student meetings as requested. This includes scheduling of rooms, ordering food, providing supplies, etc.
  • Assist the Administrative Assistant Senior in covering the duties of any SWC Administrative Assistant on leave when needed. This may include entering grades, generating CME letters, uploading documents to BDMS, etc.
  • Maintain the SWC section of the WVSOM website. This includes uploading forms and editing content.
  • Assist in the maintenance of the Statewide Campus Policy and Procedural Manual, SWC AA Manual and the Policy and Procedure Manual for the department of Predoctoral Clinical Education.
  • Complete reports related to Statewide Campus, which include pulling data and information from Emedley.
  • Maintain the shared SWC departmental drive by creating, monitoring, and deleting folders and content as needed or requested.
  • Monitor completion of monthly Regional Assistant Deans reports. This position may send reminders of due dates for assignments, and reports status to the Associate Dean of Predoctoral Clinical Education.
  • Troubleshoot and correct coding, schedules, and scheduling mistakes in eMedley for the SWC system.
  • Perform other related duties as requested 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 Tiffany Burns at [email protected]

Quick Link to Posting:


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.

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.

Find Us
400 Lee Street North
United States

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