West Virginia School of Osteopathic Medicine Hiring for Program Coordinator, Office of Graduate Programs at Lewisburg, WV Full Time

Non-Classified

Position Title:

Program Coordinator, Office of Graduate Programs

Unit/Division:

Academic Affairs

Scheduled Hours Per Week:

37.5 hours

FLSA Status:

Exempt

Job Description Summary:

The Program Coordinator provides complex independent administrative and mission support to the Associate Dean of Graduate Programs. This position is responsible for relieving the Associate Dean of a variety of administrative detail which include providing guidance and service that affects employees and students; making recommendations which involve non-routine situations within established protocol, guidelines and policies; monitoring and managing the Office’s budget; assist coordinating and administering courses to ensure achievement of curriculum goals and objectives; manage student and faculty information in a variety of software systems; and provide support to graduate students as they progress through the curriculum.. This position reports to the Associate Dean for the Graduate Program in Biomedical Sciences.

This is a full-time non-classified position with full state benefits and is exempt from FLSA provisions regarding overtime. Minimum base salary for the position is $40,000, 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. 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.
Applications accepted until the position is filled.
West Virginia School of Osteopathic Medicine is an equal opportunity employer and is committed to enhancing diversity among its faculty and staff.

Minimum Education:

Bachelor’s

Skills Required:

Education and Experience
A combination of recent and relevant education and experience may also be considered for this position.

• Successful candidate shall have an earned Bachelor’s Degree.
• Administrative Support Experience; 2 years
• Computer software experience, specifically Microsoft Office (i.e. Outlook, Excel, Word), with proficiency designing and managing complex Excel spreadsheets strongly desired; 2 years
• Office Management; 2 years
• Higher Education Experience with prior experience with credentialing processes of the Higher Learning Commission strongly preferred; Over 1 up to 2 years
• Prior experience using learning management and assessment software platforms preferred

Skills Required

• Strong interpersonal skills with the ability to maintain a professional demeanor in any communication capacity (written or verbal), along with excellent communication skills.
• Demonstrated ability to work independently and to reason logically and analyze and solve problems.
• Ability to maintain confidentiality with records, students, etc. as this position handles a lot of highly sensitive and confidential information.
• Proven skill in interacting with the public and different constituency groups. Demonstrated ability to establish and maintain cooperative working relationships among all levels of employees within an organization.
• Good financial transaction processing skills and knowledge of principles and practices of fiscal record keeping.
• Ability to learn and to apply effectively the policies, procedures and guidelines affecting the institution, with demonstrated ability to interpret and apply solid judgment, discretion and initiative in performing a variety of complex administrative tasks.
• Demonstrated ability to coordinate and prioritize many different administrative tasks, determine relative importance of each, set deadlines, and complete projects in a timely manner.
• Proven skill with Microsoft Office Products, including Excel, Outlook, and Word, and a high degree of proficiency setting up Excel spreadsheets and analyzing data.
• Ability to rapidly learn the operations and culture of WVSOM, including learning management and assessment software.

Duties and Responsibilities:

• Serve as the first point of contact for the Office of Graduate Programs.
• Plans, initiates, and executes to completion all administrative and secretarial work for the Office of Graduate Programs.
• Performs duties of the secretarial support staff as necessary to assist faculty members in absence of their assigned employee including but not limited to arranging travel, posting course material, preparing and facilitating TBL sessions, and managing exam reviews.
• Coordinates annual Office of Graduate Programs faculty evaluation process including but not limited to: notifying faculty when their documents are due; scheduling appointments; making sure documents are complete before the time of evaluation; assisting in the collection of peer¬ feedback documents; contacting faculty for additional information as needed; drafting evaluation letters and academic assignments for approval by the chairperson; and answering faculty questions about the faculty evaluation process.
• Coordinates annual admissions interview schedule for the Graduate Program Committee.
• Assists faculty with development and maintenance of course syllabi and other materials.
• Organizes, implements, and participates in, as directed, conferences, workshops, and/or special events.
• Attends academic meetings as needed and takes summary or verbatim notes, formulates and distributes minutes of the meetings maintaining strict confidentiality. May represent the Associate Dean as requested.
• Maintains course data in the curriculum management system (and related systems) including event scheduling, room and resource scheduling, instructional content, learning objectives, student/instructor rosters per event, attendance, exams, and grades. Submits grades in accordance with established policies and procedures.
• Composes and/or edit correspondence, reports, forms, charts or other documents for review and signature of the Associate Dean, independently or in accordance with general instructions.
• Coordinates and executes purchasing for the Office of Graduate Programs in accordance with established state and institutional purchasing policies and procedures. Reconciles purchasing card transactions in Oasis and prepares monthly statements. Collects quotes and bids according to established institutional guidelines.
• Monitors, maintains and reconciles the department budgets. Prepares budget reports and drafts new budgets annually for Associate Dean to review.
• Participates in training and professional development sessions to enhance job performance.
• Other related duties as assigned.

Open Until Filled:

Yes

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:

https://careers.wvsom.edu/postings/3213