Coord Board Affairs

WVU Medicine

About The Position

The Coordinator serves as a key partner to executive leadership and a primary liaison to the Board of Directors, providing high-level coordination and governance support. Reporting to the Director of Executive Affairs, this role works closely with the Senior Vice President and Chief Legal Officer, exercising sound judgment, discretion, and initiative. The Coordinator oversees Board and committee meeting logistics, supports Board member onboarding, and manages related governance processes. This role also supports special projects and ensures effective communication and seamless operations across executive and Board functions.

Requirements

Associates degree in a healthcare related field.
Two years office experience, in an administrative capacity.
Must demonstrate excellent interpersonal and communication skills. Strong organizational skills.
Ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
Ability to problem solve and make appropriate decisions.
Experience with Microsoft office products (specifically Outlook, Word, Excel, Teams, PowerPoint).
Experience in internal and external communications; solid organizational and interpersonal skills.
Ability to lift up to 20 pounds.
Ability to sit for long periods of time.

Nice To Haves

Bachelor's degree.

Responsibilities

Adhering to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters.
Providing executive level support in planning, directing, managing, and coordinating day-to-day business activities of Boards, maintains calendar schedule by planning and coordinating meetings, conferences, teleconferences.
Hosts an in-person training retreat for all health system board coordinators and/or updates the recorded retreat slides as necessary.
Assisting with managing the Board Management software.
Coordinating and attending meetings as requested; records, distributes, and maintains minutes.
Coordinating and creating materials for WVUHS and WVUH board member orientation meetings.
Coordinating and tracking annual data sheets/verification forms for payers (all hospital boards).
Assisting with preparation of WVUHS and WVUH board materials, attend prep meetings, and create legal documents needed.
Tracking and maintaining board and committee member lists.
Annual Conflict of Interest form disbursement, collection and tracking process. Reporting board member changes to the payer group to update Medicare/Medicaid filings.
Conduct board surveys for all hospital boards.
Managing the board affairs for WVUHS internal boards.
Orienting and providing support to local hospital board coordinators.
Maintaining the confidentiality of patient and Hospital information.
Providing back-up support for the Director of Executive Affairs in his/her absence.
Responsible for the organization, time and task management, including calendar management, for the Sr. VP and Chief Legal Officer.
Prepare meeting materials in advance for the Sr. VP and Chief Legal Officer. In many cases this will involve contacting meeting participants in advance to determine the proposed outcome.
Responsible for a number of special events hosted by the Sr. VP and Chief Legal Officer for their departments. May include annual and special events, dinners, luncheons, retreats, seminars, etc. Selects sites, menus, and seating for events; arranges for lodging and transportation as needed; Drafts invitation and agenda for event. This includes hosting CLE educational forums and submitting CLE credits on behalf of the attorneys within WVUHS Legal Services.
Responsible for registration, lodging and transportation for conferences and other offsite meetings for the Sr. VP and Chief Legal Officer.
Responsible for expense reports and corporate purchase card reconciliation for the Sr. VP and Chief Legal Officer.
Prepares documents for signature and coordinates execution and mailing of documents.
Assists with creation and maintaining budgets for Sr. VP and Chief Legal Officer’s department(s). This includes maintaining accurate FTE counts throughout the year.
Other duties as assigned.