Program Coordinator, Transplant

WVU Medicine

4d•Onsite

About The Position

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.

Requirements

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
Demonstrated proficiency in Microsoft Office software (including but not limited to Outlook, Word, Excel, PowerPoint).
Demonstrates ability to work independently in a fast-paced, highly regulated environment
Strong organizational, communication, and problem-solving skills
Ability to manage multiple priorities and maintain attention to detail
Ability to maintain professionalism and discretion when working with sensitive information

Nice To Haves

Experience in healthcare program development, transplant services, or regulatory environments
Experience with project or program coordination
Familiarity with CMS, OPTN/UNOS, or other regulatory/accreditation bodies
Previous experience supporting grant development, research coordination, or technical writing
Experience assisting with Continuing Medical Education (CME) coordination or educational program support

Responsibilities

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.
Supports the launch of new programs through coordination of project activities, tracking timelines and deliverables, identifying potential barriers, and facilitating communication among stakeholders.
Maintains centralized program trackers, dashboards, and status reports, ensuring information is accurate, current, and available to support leadership decision-making.
Oversees preparation and coordination of regulatory submissions (e.g., OPTN, CMS), ensuring that documentation reflects program practices and meets applicable requirements and standards.
Monitors program requirements, documentation, and deadlines, proactively communicating upcoming needs and potential gaps to leadership to support regulatory readiness.
Directs internal stakeholders in gathering and organizing materials for applications, audits, and reporting, exercising judgment in resolving issues and clarifying expectations.
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.
Designs and prepares agendas, briefing documents, presentations, and summaries for leadership discussions, highlighting key issues, trends, and decision points.
Coordinates designated strategic initiatives and special projects across transplant services, supporting implementation, tracking progress, and communicating status updates to leadership.
Serve as a liaison across clinical teams, hospital departments, finance, IT (Epic), and external partners
Coordinate meetings and ensure follow-up on action items across multiple stakeholders
Facilitate communication and alignment across system-level transplant initiatives
Coordinates educational initiatives and training activities within the Transplant Alliance, ensuring activities are organized, scheduled, and aligned with program objectives and regulatory requirements.
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.
Partners with clinical and administrative leaders to shape educational content, recommending topics and formats that support quality, safety, and program development priorities.
Coordinates outreach initiatives, program growth activities, and partnership efforts, supporting implementation and providing operational support for leadership-directed strategies.
Coordinates site visits, benchmarking activities, and external collaborations, assisting with logistics, information gathering, and follow-up activities that support program development.
Leads the collection, organization, and synthesis of information for grant applications, research initiatives, and program reporting, ensuring accuracy and alignment with institutional priorities.
Manages complex calendars and scheduling for multiple senior leaders, coordinating competing priorities and ensuring alignment with organizational and program needs.
Directs logistical planning for high‑impact meetings, events, and program activities, ensuring resources, information, and stakeholders are aligned for successful execution.
Provides high‑level administrative and project management support with a focus on optimizing program operations, continuously identifying opportunities to streamline processes and enhance efficiency.