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Statewide Campus Administrative Assistant/South West Region

West Virginia School of Osteopathic Medicine
Lewisburg, WV

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Job Details

Job Category:


Position Title:

Statewide Campus Administrative Assistant/South West Region


Academic Affairs

Scheduled Hours Per Week:

37.5 hours

FLSA Status:


Job Description Summary:

Huntington, WV: The Statewide Campus Administrative Assistant in the South West Region shall perform a variety of complex secretarial and administrative support duties for the Statewide Campus (SWC) Regional Assistant Dean and Regional Director in order to achieve the successful operation of the SWC. This position reports to the Statewide Campus Regional Director in the South West Region.

This position is a full-time, non-classified position exempt from FLSA regulations concerning overtime; entry level salary is $30,000 plus an excellent fringe benefit package.

Final candidates are subject to employment and credential verification, reference and background checks. All applications are considered confidential. Position will remain open until filled.

Minimum Education:


Required Licenses/Certification:

Candidate should have an earned Bachelor’s degree, though an equivalent combination of relevant and recent experience and training which provides the required knowledge, skills and abilities may be considered.

Skills Required:

  • Excellent oral and written communication skills required for contact with individuals within and outside WVSOM to include medical students, hospital and university executives, physicians, residency program directors and coordinators, hospital staff, and medical office staff.
  • Capable of providing administrative supervision and guidance to medical students regarding administrative issues, due dates, and deadlines.
  • Ability to set, coordinate, plan schedules, work independently, collect, organize, and analyze information in a logical and efficient manner
  • Excellent organizational skills and a thorough knowledge of general office methods, procedures, practices and protocols.
  • Ability to take action to implement solutions without the need for continual guidance.
  • Demonstrated ability to apply solid judgment, coordinate, and prioritize a variety of complex administrative tasks, determine relative importance of each, set and meet deadlines, and complete projects in a timely manner.
  • Solid familiarity with a demonstrated competency in using a personal computer and related software packages, including Microsoft Word, Excel, PowerPoint, Publisher, and database management. Must be able to navigate and retrieve information from the internet. Banner experience preferred.
  • Working knowledge of correct English, grammar, spelling, punctuation, and sentence structure.
  • Good knowledge of principles and practices of fiscal record keeping and transaction processing skills.
  • Ability to create and maintain an organized electronic filing system.
  • Demonstrated ability to file and retrieve information in alpha, numerical, subject matter, or chronological order quickly and accurately.
  • Ability to create, compose, and edit written materials.
  • Ability to deal with an array of personalities in a professional, pleasant manner.
  • Ability to enter data into a computer database with accuracy.
  • Ability to interact in a positive manner with co-workers, students, staff, faculty, and to maintain professional demeanor in the office environment.
  • Ability to learn and to apply effectively the policies, procedures and guidelines affecting the position and work unit to which assigned, as well as the institution.
  • Ability to maintain attendance and punctuality standards.
  • Ability to recognize and maintain confidentiality of sensitive information.
  • Ability to project and display excellent customer service skills.
  • Ability to reason logically and analyze and solve problems.
  • Ability to work in an environment frequently interrupted by phone calls, emails, students, faculty staff, and walk-in visitors.
  • Have the willingness to travel as needed.

Duties and Responsibilities:

Office Administration

  • Plans, initiates, and executes to completion all administrative functions for the SWC regional office.
  • Manages and monitors all regional expenditures and produces monthly budget status reports for the financial management of the SWC regional budget. Reviews monthly reports from system and reports status of accounts to the Dean and Director on a regular basis.
  • Assists in financial management by proposing, preparing assigned annual budget and making recommendations such as the transfer of funds to cover required expenses; may also authorize transfer of funds and/or payments.
  • Makes all purchases for the SWC regional office in accordance with State Purchasing guidelines; processes and reconciles each purchase in accordance with established procedures.
  • Stocks, orders, and inventories all office and educational medical supplies and assets for the SWC regional office.
  • Provides effective coordination with various groups throughout the work unit to gather information, provide guidance, communications, and monitors or coordinates various meetings and activities.
  • Manages and coordinates special projects for the work unit or office.
  • Composes and keyboards letters, reports, charts, graphs, manuscripts, forms and/or memoranda from rough draft to final form utilizing word processing software. Proofreads all typed material and corrects errors in sentence structure, grammar, spelling and punctuation.
  • Reviews/edits materials created by others for proper formatting, spelling, and making necessary changes.
  • Ensures data entry of all appropriate information into system(s). May pull reports or establish a schedule of reports to be queried and communicated to appropriate unit staff.
  • Establishes new paper and electronic filing systems when needed and maintains files for assignment area. • Ensures organization of filing systems for easy retrieval of information.­ Makes all travel arrangements for RAD and Director.
  • Completes travel reimbursement forms and verifies that all necessary documentation is present for filing expense forms.
  • Completes reports as required.
  • Duplicates, collates and binds letters, reports, memoranda, and other documents using a photocopy machine and stapler. Operates FAX machine for transmitting documents to various locations. Operates a scanner for sending files electronically and for transmitting student records to institution’s electronic storage system.
  • Coordinates monthly Education Days – includes: designing flyer; preparing agenda, sign-in sheets, evaluation forms and handouts; obtaining disclosure statement and CV from speaker; handling catering of lunch; use of audio-visual equipment; assisting with learning activities and SWC presentations; preparing a comprehensive packet of documentation for CME purposes and for COCA.
  • Assists the Director in the coordination of didactic programs, CME activities, faculty development programs, etc.
  • Proctors exams as assigned.
  • Assists Director with the scheduling of 3rd year schedules.
  • 3rd Year Orientation: coordinates orientation manual; prepares PowerPoint presentations; secures catering; produces all forms including sign-in sheets, evaluation forms, and handouts.
  • Manages and maintains audio-visual equipment.
  • Disseminates printed materials to clients and customers as requested.
  • Collects, opens, date stamps, sorts, and distributes incoming mail to staff within the office area. Collects and deposits outgoing mail in an appropriate location.
  • Disseminates and receives information by electronic mail.
  • Participates in training and professional development sessions to enhance job performance.

Duties and Responsibilities:

Student Services

  • Provides information to students on an individual basis and at regional activities such as Education Days about rotations, policies/procedures, residency applications, 4th year planning.
  • Actively participates in 3rd year Orientation presentations and hospital tours.
  • Responsible for determining required hospital orientation documents for each student; tracking completion; and forwarding to appropriate contact persons.
  • Records student grades on a daily basis. Scans copies of grade forms to institution’s record management system monthly. Runs missing grades report and contacts preceptors or institutions to ensure timely receipt of grade forms.
  • Advises, requests, secures and processes rotation requests on a daily basis; reviews ESR for accuracy and completion; ensures all required documentation is received; determines if an affiliation agreement is in place; enters rotation on student’s online schedule; checks off graduation requirements; notifies student of approved rotation.
  • Sends Letters of Good Standing packets, including Immunization Forms and Malpractice Coverage, for each student rotation on a monthly basis.
  • Researches new preceptors, verifies medical license, and adds to online database.
  • Adds new rotation sites to online database.
  • Provides documents to students and/or site coordinators for rotation applications to include: Letter of Good Standing, Immunization Record, Titers, Malpractice Certificate, Background Check, Drug Screen, Student Picture, Copy of Personal Health Insurance, ACLS & BLS Certificates.
  • Tracks completion of required documents/activities , such as background checks, drug screens, mask fit testing, flu shots.
  • Determines if an affiliation agreement is in place for all hospital-based rotations. Analyzes rotation request and prepares the correct type of agreement (AAMC Implementation Letter, 2- page Educational Agreement, or full 3-year Affiliation Agreement) . Sends agreement to rotation site contact person, tracks status of the agreement, following up every two weeks until signed agreement is obtained.

Duties and Responsibilities:

Preceptor Support and Other Duties

  • Pay Agreements: Responsible for preparing Pay Affiliation Agreements for core preceptors (annually) and FM2 preceptors (as needed). Includes tracking completion, following up on agreements that have not been received, reviewing W-9 for proper completion, and creating a requisition for payment.
  • Preceptor Payments: Creates invoices monthly and submits to accounting to ensure preceptors are paid promptly for rotations.
  • CME: Submits CME for D.O. preceptors on a semiannual basis to the AOA; sends notification letters semiannually to D.O. preceptors; sends semi-annual CME letters to M.D. preceptors.
  • Faculty Appointments: Contacts preceptors identified by RAD and requests the following: curriculum vitae, current medical license, current DEA certificate, proof of malpractice, copy of board certification. Tracks receipt of these documents, generates a preceptor student activity report and verifies through state licensing board that preceptor is in good standing. Responsible for keeping current documentation on file for each faculty appointment.
  • Perform other related duties as assigned and directed.
  • Travel weekly to other hospital sites for purpose of maintaining visible presence of WVSOM, recruiting physicians for rotations, protecting WVSOM current sites from other schools that are asking for rotations and to meet with students at sites for student services and to plan electives and Deans Selective rotations.
  • Assist with public relations activities within the region including: write and distribute press releases to local print and television media, coordinate student volunteers and provide onsite supervision and support to event planning at regional events, hospital employee health days, and other local health events requesting medical students.

Type of experience Needed :

Customer Service Experience

Amount of Experience Needed (Months/Years):

Over 1 year, up to 2 years

Type of experience Needed :

Administrative Support or Office Management Experience

Amount of Experience Needed (Months/Years):

Over 1 year, up to 2 years

Type of experience Needed :

Computer software experience, specifically Microsoft Office

Amount of Experience Needed (Months/Years):

Over 1 year, up to 2 years

Open Until Filled:


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.

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400 Lee Street North
United States
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