Program Coordinator - Transplant

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The Program Coordinator for the Transplant Alliance provides high-level coordination and operational support for transplant programs across WVU Medicine. The Program Coordinator is responsible for coordinating complex, multi-disciplinary initiatives related to transplant program development, regulatory readiness, and system-wide operations. This includes supporting the development and launch of new transplant programs (e.g., adult liver, pediatric programs), managing regulatory documentation (OPTN, CMS), and ensuring alignment across clinical, administrative, and financial teams.
This role functions as a key operational partner, working independently to manage priorities, timelines, and cross-functional coordination in a dynamic healthcare environment. This role supports the Executive Director of the Transplant Alliance, the Chief Administrative Officer of WVU Children’s Hospital, and the Assistant Vice President of Transplant Services.

MINIMUM QUALIFICATIONS:

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. Bachelor’s degree in Healthcare Administration, Business Administration, Public Health, or related field and three (3) years of administrative experience
OR

High School Diploma with seven (7) years of progressively responsible administrative or program coordination experience

PREFERRED QUALIFICATIONS:

EXPERIENCE:

1. Experience in healthcare program development, transplant services, or regulatory environments

2. Experience with project or program coordination

3. Familiarity with CMS, OPTN/UNOS, or other regulatory/accreditation bodies

4. Previous experience supporting grant development, research coordination, or technical writing

5. Experience assisting with Continuing Medical Education (CME) coordination or educational program support

CORE DUTIES AND RESPONSIBILITIES: The statements described here are intended to describe the general nature of work being performed by people assigned to this position.  They are not intended to be constructed as an all-inclusive list of all responsibilities and duties.  Other duties may be assigned.

Program & Operational Coordination

1. Leads and coordinates activities related to the design, development, and ongoing operations of transplant programs, including adult and pediatric initiatives, ensuring alignment with organizational strategy and performance goals.

2. Supports the launch of new programs through coordination of project activities, tracking timelines and deliverables, identifying potential barriers, and facilitating communication among stakeholders.

3. Maintains centralized program trackers, dashboards, and status reports, ensuring information is accurate, current, and available to support leadership decision-making.

Regulatory & Compliance Support

4. Oversees preparation and coordination of regulatory submissions (e.g., OPTN, CMS), ensuring that documentation reflects program practices and meets applicable requirements and standards.

5. Monitors program requirements, documentation, and deadlines, proactively communicating upcoming needs and potential gaps to leadership to support regulatory readiness.

Executive & Leadership Support

6. Directs internal stakeholders in gathering and organizing materials for applications, audits, and reporting, exercising judgment in resolving issues and clarifying expectations.

7. Provides operational and project coordination support to the Executive Director, CAO of WVU Hospitals, and AVP of Transplant Services by facilitating communication, tracking priorities, and supporting execution of program initiatives.

8. Designs and prepares agendas, briefing documents, presentations, and summaries for leadership discussions, highlighting key issues, trends, and decision points.

9. Coordinates designated strategic initiatives and special projects across transplant services, supporting implementation, tracking progress, and communicating status updates to leadership.  

Cross-Functional Coordination

10. Serve as a liaison across clinical teams, hospital departments, finance, IT (Epic), and external partners

11. Coordinate meetings and ensure follow-up on action items across multiple stakeholders

12. Facilitate communication and alignment across system-level transplant initiatives

Education, CME & Program Support

13. Coordinates educational initiatives and training activities within the Transplant Alliance, ensuring activities are organized, scheduled, and aligned with program objectives and regulatory requirements.

14. Coordinates the planning and execution of Continuing Medical Education (CME) activities, ensuring required documentation is complete, logistics are organized, and feedback is collected to inform ongoing program improvements.

15. Partners with clinical and administrative leaders to shape educational content, recommending topics and formats that support quality, safety, and program development priorities.

Program Development, Research & Outreach

16. Coordinates outreach initiatives, program growth activities, and partnership efforts, supporting implementation and providing operational support for leadership-directed strategies.

17. Coordinates site visits, benchmarking activities, and external collaborations, assisting with logistics, information gathering, and follow-up activities that support program development.

18. Leads the collection, organization, and synthesis of information for grant applications, research initiatives, and program reporting, ensuring accuracy and alignment with institutional priorities.

Administrative & Project Support

19. Manages complex calendars and scheduling for multiple senior leaders, coordinating competing priorities and ensuring alignment with organizational and program needs.

20. Directs logistical planning for high‑impact meetings, events, and program activities, ensuring resources, information, and stakeholders are aligned for successful execution.

21. Provides high‑level administrative and project management support with a focus on optimizing program operations, continuously identifying opportunities to streamline processes and enhance efficiency.

PHYSICAL REQUIREMENTS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Ability to sit for long periods of time

2. Ability to lift, push or pull 10-15 pounds.

WORKING ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Working conditions are based on a normal office environment.

SKILLS AND ABILITIES:

1. Demonstrated proficiency in Microsoft Office software (including but not limited to Outlook, Word, Excel, PowerPoint).

2. Demonstrates ability to work independently in a fast-paced, highly regulated environment

3. Strong organizational, communication, and problem-solving skills

4. Ability to manage multiple priorities and maintain attention to detail

5. Ability to maintain professionalism and discretion when working with sensitive information

Additional Job Description:

Scheduled Weekly Hours:

40

Shift:

Exempt/Non-Exempt:

United States of America (Exempt)

Company:

WVUH West Virginia University Hospitals

Cost Center:

7850 WVUH Transplant Admin

Address:

1 Medical Center DriveMorgantownWest Virginia

Equal Opportunity Employer

West Virginia University Health System and its subsidiaries (collectively "WVUHS") is an equal opportunity employer and complies with all applicable federal, state, and local fair employment practices laws. WVUHS strictly prohibits and does not tolerate discrimination against employees, applicants, or any other covered persons because of race, color, religion, creed, national origin or ancestry, ethnicity, sex (including gender, pregnancy, sexual orientation, and gender identity), age, physical or mental disability, citizenship, past, current, or prospective service in the uniformed services, genetic information, or any other characteristic protected under applicable federal, state, or local law. All WVUHS employees, other workers, and representatives are prohibited from engaging in unlawful discrimination. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, training, promotion, discipline, compensation, benefits, and termination of employment.