Job description

Under supervision of the Administrative Assistant Senior for Preclinical Education, the Program Associate provides primary administrative support to the Assistant Dean for Curricular Affairs and the Administrative Assistant Senior. This position also provides backup administrative support to the Associate Dean for Preclinical Education and backup for the Curriculum Coordinator. In addition, this position serves as the primary point of contact for the procuring, contracting, communicating, and handling of the financial responsibilities for the Preclinical Education Department.
This position will be a full-time, staff position, non-exempt from FLSA provisions regarding overtime. Minimum base salary for this position is $33,000, though negotiable based on experience and education. Not all activities of this position occur within the confines of an 8:00-4:30 schedule and may require early morning, 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.
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The West Virginia School of Osteopathic Medicine is an equal opportunity employer and is committed to enhancing diversity among its faculty and staff.
Education/Knowledge
Minimum Education
Associates - though experience can be considered in lieu of education.
Required Licenses/Certification
An Associate’s Degree in a related field plus three years of recent and relevant experience. A combination of education and recent and related experience may be considered.
Skills Required

• Proven skill in interacting with the public and different constituency groups and demonstrated ability to establish and maintain cooperative working relationships among all levels of employees within an organization;
• Strong communication and interpersonal skills with the ability to maintain a professional and positive demeanor both written and oral;
• Ability to maintain confidentiality of highly sensitive information;
• Demonstrated ability to work independently and to reason logically to analyze and solve problems;
• Demonstrated proficiency in Microsoft Office, including Word, Excel, and Outlook;
• Excellent proofreading skills;
• Good financial transaction processing skills and knowledge of basic principles and practices of fiscal record keeping;
• Demonstrated ability to coordinate and prioritize many different administrative tasks, determine importance of each, set deadlines, and complete projects in a timely manner;
• Ability to rapidly learn the operations and culture of the department and WVSOM.

Duties and Responsibilities
Duties and Responsibilities
Program Associate Administrative Support

• Provide complex and independent administrative support for the Preclinical Education Department.
• Plan, initiate, and execute all administrative work for the department.
• Maintain accurate database of groups, stakeholders and data related to the curriculum.
• Responsible for creating and maintaining Excel databases reflecting accurate curriculum information, and create reports as required.
• May serve as a witness during confidential meetings with students, maintaining confidentiality of all interactions as required. This also involves providing follow-up documentation.
• Responsible for coordinating and scheduling all virtual lectures through WebEx or other virtual platforms. This involves coordination with the Information Technology Department, Audio Visual and Production, and the Office of Assessment and Educational Development.
• Creates all QR codes for mandatory lectures and assists with the attendance tracking within mandatory lectures.
• Proctor exams within the Preclinical Department as needed.
• Order and maintain supplies for the department and reconciles state purchasing card as needed.
• Coordinate Dean’s Review and Patient Presentation Curriculum (PPC) Committee meetings and maintain records of the meetings and committees in the absence of the Curriculum Coordinator. May also provide backup support as needed.
• Assist the department administration with classroom cleanup, student seating, and other student requirements during the year.
• Attend professional development and training as required.
• Other duties as assigned or directed.

Visiting Lecturer Support

• Maintain the list of visiting faculty and other outside presenters.
• Identify and confirm outside presenters’ schedules and content.
• Arrange and compile all necessary documentation including the Associate Dean’s welcome letter, contracts, business agreements, certificates, and Continuing Medical Education (CME) submission forms.
• Mail confirmation agreements to visiting lectures along with package information for test question guidelines, campus and local area information. This position will also maintain a contact list of all lecturers for office, faculty and staff use. Submit digital copies of all handout material to Media Services for lectures. Submit completed documentation the Office of Business Affairs for new personnel and complete requisitions for payment to guest lecturers and obtain all of the approvals for payment. This position also has oversight and compilation of books with CVs and agreements for guest lectures, which are shared with the Director of Accreditation.
• Coordinate with administration, faculty and staff of the Clinical Skills and Anatomy Departments for on- and off-campus preceptors and table trainers. Administer the process of communicating and procuring preceptors and table trainers for all Clinical Skills labs for WVSOM. Submit completed documentation the Office of Business Affairs for new personnel and complete requisitions for payment to guest lecturers and obtain all of the approvals for payment. This position would track payments and update documentation of the monthly invoices submitted by the preceptors and table trainers.

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 tburns@osteo.wvsom.edu

Job Type: Full-time

Pay: $33,000.00 per year

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