Program Coordinator, Transplant

WVU Medicine

About The Position

The Program Coordinator for the Transplant Alliance provides high-level coordination and operational support for transplant programs across WVU Medicine. The role coordinates multidisciplinary initiatives related to transplant program development, regulatory readiness, and system-wide operations, including supporting the development and launch of new programs, managing regulatory documentation, and aligning clinical, administrative, and financial teams. This role independently manages priorities, timelines, and cross-functional coordination in a dynamic healthcare environment. It provides operational support to the Executive Director of the Transplant Alliance, the Chief Administrative Officer of WVU Children’s Hospital, and the Assistant Vice President of Transplant Services. The position also coordinates education and CME activities, program development and outreach, research and grant-related work, and complex administrative and project support. The position requires a bachelor’s degree in a relevant field and three years of administrative experience, or a high school diploma and seven years of progressively responsible administrative or program coordination experience. Work takes place in a normal office environment. The scheduled workweek is 40 hours.

Requirements

Bachelor’s degree in Healthcare Administration, Business Administration, Public Health, or a related field and three years of administrative experience; alternatively, a high school diploma with seven years of progressively responsible administrative or program coordination experience.
Proficiency in Microsoft Office software, including Outlook, Word, Excel, and PowerPoint.
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 handling 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 or 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

Coordinate the design, development, and ongoing operations of adult and pediatric transplant programs, aligning activities with organizational strategy and performance goals.
Support new program launches by coordinating project activities, tracking timelines and deliverables, identifying potential barriers, and facilitating stakeholder communication.
Maintain centralized program trackers, dashboards, and status reports for leadership decision-making.
Coordinate preparation of regulatory submissions, including OPTN and CMS documentation, and ensure submissions reflect program practices and applicable standards.
Monitor program requirements, documentation, and deadlines; communicate upcoming needs and potential gaps to leadership.
Direct internal stakeholders in gathering and organizing materials for applications, audits, and reporting, exercising judgment to resolve issues and clarify expectations.
Support senior transplant leaders through communication facilitation, priority tracking, and execution of program initiatives.
Prepare agendas, briefing documents, presentations, and summaries for leadership discussions, highlighting key issues, trends, and decision points.
Coordinate strategic initiatives and special projects across transplant services, track implementation and progress, and report status to leadership.
Serve as a liaison across clinical teams, hospital departments, finance, IT (Epic), and external partners.
Coordinate meetings and follow up on action items across stakeholders.
Facilitate communication and alignment across system-level transplant initiatives.
Coordinate education and training activities within the Transplant Alliance, ensuring they are organized, scheduled, and aligned with program objectives and regulatory requirements.
Plan and execute CME activities, including required documentation, logistics, and collection of feedback.
Partner with clinical and administrative leaders on educational content, recommending topics and formats that support quality, safety, and program development.
Coordinate outreach, program growth, and partnership initiatives, providing operational support for leadership-directed strategies.
Coordinate site visits, benchmarking, and external collaborations, including logistics, information gathering, and follow-up.
Collect, organize, and synthesize information for grant applications, research initiatives, and program reporting, ensuring accuracy and alignment with institutional priorities.
Manage complex calendars and scheduling for multiple senior leaders, coordinating competing priorities.
Plan logistics for high-impact meetings, events, and program activities, aligning resources, information, and stakeholders.
Provide high-level administrative and project management support, identifying opportunities to streamline processes and improve efficiency.