Program Specialist - Charleston Medical Division/Campus Student Services

The Charleston Medical Division/Campus Student Services at West Virginia University is currently accepting applications for a Program Specialist position.

About the Opportunity

* As part of a UME (undergraduate medical education) team, manage numerous complex processes to ensure adherence to the educational requirements of the School of Medicine and its accreditor, the Liaison Committee on Medical Education (LCME),
* Monitor and manage all regional campus activities related to the M.D. degree and its medical students, including the third year (MS3) core clerkships and fourth year (MS4) elective rotations,
* As a representative of student services, provide direct one-to-one engagement with and support of the campus' 70+ medical students.

We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits, including:

• 37.5-hour work week
• 13 paid holidays (staff holiday calendar)
• 24 annual leave (vacation) days per year (employee leave)
• 18 sick days per year (for when you're ill, for when you need time to care for sick family, for your own, or your family's, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof)
• WVU offers a range of health insurance and other benefits
• 401(a) retirement savings with 6% employee contribution match, eligibility to continue health insurance, and other retiree perks. Looking for more retirement benefits information? Check out retirement health insurance benefits, retirement income, and FAQ's.
• Wellness programs

What You'll Do

• Generally assume responsibility for varied and complex duties as related to the allopathic curriculum for third and fourth-year medical students on the Charleston Campus. Advise students in regard to standardized policies and processes, referring students, as-needed, to Clerkship Directors, Campus Deans, or Morgantown leadership for complex questions and advising needs.
• Assume responsibility for independently collecting, managing, maintaining, and analyzing data relative to all activities related to 3rd year / 4th year activities associated with graduation requirements, sharing data, as needed, with campus deans, SoM leadership and LCME accreditors.
• Must be able to understand allopathic education and its processes in order to provide career guidance and academic counseling. Must be able to make independent decisions and exercise judgment in applying guidelines, policies, and procedures, and must be able to adhere to inflexible deadlines.
• Must be able to independently develop and manage complex master schedules and scheduling changes / issues, and must be able to successfully resolve scheduling changes / issues, and any associated activities. Must have excellent interpersonal skills relative to all facets of one-to-one contact with students.
• Have daily one-to-one engagement with medical students to manage ongoing activities, supply information, and / or problem-solve,
• Monitor six (6) core SoM Clerkship Blocks re MS3 student capacity / participation,
• Monitor MS3 student scheduling via SOLE,
• Develop, coordinate, implement and conduct required critical longitudinal workshops and Simulation workshops, including agenda preparation, scheduling, reminders, post-workshop evaluations and other follow-up,
• Develop, implement, and conduct various workshops related to student support and advising,
• Monitor and manage the SoM's eValue evaluation system regarding complete and timely submissions,
• Serve as the Campus Deans' liaison for compiling and uploading the annual Medical Student Performance Evaluations (MSPE) for graduating students entering the residency Match process,
• Guide students through the processes related to test preparation / study skills, time management during each core SoM Block, and time management with exams,
• Educate students on developing a plan of study during their 4th-year,
• Monitor student progress in regard to their completion of clinical exposure courses and requirements for successful matriculation toward graduation,
• Manage activities related to the Electronic Residency Application Service (ERAS) for the fourth-year medical students, including providing application instructions and information on deadlines / requirements.
• Manage the NRMP (National Resident Matching Program) process on-campus for the SoM / students, and follow alternative processes for any students who are not ready to Match or ultimately fail to Match ahead of graduation and require an alternative process to find a residency,
• Manage ERAS / Match data in regard to University reporting requirements and the WVU SoM's accreditor, LCME,
• Advising students regarding required and elective rotations, and scheduling how-to, and maintaining a master elective schedule, updated as changes occur,
• Manage / update the Charleston Campus' section of the School of Medicine's online curriculum catalog,
• Advise students on M.D. course selections, scheduling changes and the registration process, including post-registration review to ensure students are appropriately enrolled / registered according to graduation requirements,
• Obtain community support for the School of Medicine and its students by identifying, updating and maintain a reliable network of clinical placement sites / clinical placement opportunities for medical students, which includes partnering activities, negotiating arrangements, maintaining the required paperwork that aligns with the SoM standards,
• Manage the campus' database of external clinical preceptors.
• Collaborate with the Charleston Campus' deans to ensure the clinical sites and scheduling are aligned with the MD degree program,
• Manage information exchanges between core 3rd-year clerkship leadership, campus faculty, adjunct clinical faculty, site contacts / staff, medical students and the SoM educational leadership,
• Secure placement at each site and maintain records regarding the type of placement, the supervising dynamic, and the sties number of supervisors / clinical faculty,
• In accordance with SoM leadership requirements / standards, prepare materials for students and clinical site managers.
• Managing required external / rural rotations for the MS3 class students,
• Managing the clinical site elective rotation schedules for the WVU SoM MS4 class through the AAMC's VSLO (visiting student learning opportunities) database,
• Collect and analyze data related to educational outcomes and clinical site assessments for analysis by SoM leadership or LCME accreditors,
• School of Medicine's Student Services, Charleston Campus (Medical Students)
• Managing the status of medical student requirements such as health insurance, vaccinations, titers, OSHA, CPR, ensuring all are current and compliant as required by SoM guidelines,
• Planning for Charleston Campus student events, both formal and informal,
• Getting to Residency week-long seminar (annual), including the Charleston Campus Career Day,
• Match Day (annual),
• Responsible for contributing to SoM Morgantown-coordinated events and managing Charleston students in regard to,
  
  
  
  • Awards Convocation (pre-graduation),
  • Graduation
  • White Coat Ceremony.
  
  
  
  
• Travel (required), sometimes independently, to the main campus or other off-site locations for events or meetings,

• Bachelor's degree in a related field.
• A minimum of three (3) years of experience with the following:
  
  
  
  • Experience in a School of Medicine or experience with a University healthcare curriculum
  • Experience in a clinical-educational setting
  • Experience engaging with both students and educators
  • Experience with University accreditation and an accreditation environment.
  
  
  
  
• Any equivalent combination of related education and/or experience will be considered.
• All qualifications must be met by the time of employment.

Knowledge, Skills and Abilities

• Ability to work independently and interpret / apply appropriate guidelines to varying situations,
• Attendance (in-person / on-site) and punctuality,
• Computer / software experience and adaptability,
• Excellent analytical and problem-solving skills,
• Excellent scheduling and schedule / timeline management skills,
• Highly dependable / reliable,
• Highly organized with attention to detail,
• Strong, effective and high-level communication skills
• Work-related (required) travel for off-site meetings and events, including main-campus events.

West Virginia University is a place of purpose and community. We take pride in our profound impact on the state of West Virginia and are committed to the personal and professional growth of our employees.

From the groundbreaking R1 research at our flagship campus in Morgantown to the career-oriented programs at WVU Potomac State in Keyser, and the technology-intensive programs at WVU Tech in Beckley, the contributions of WVU employees resonate across the state, touching lives and shaping futures.

At WVU, you will discover a supportive community that champions work-life balance and fosters a collaborative atmosphere. Our core values - service, curiosity, respect, accountability and appreciation - unite us as Mountaineers.

Join us at West Virginia University, where your work will make a lasting impact. To learn more about WVU, visit wvu.edu.

West Virginia University is an Equal Opportunity Employer. We invite all qualified applicants regardless of race, color, religion, sex, national origin, age, disability, genetic information, or Veteran status.