(Hybrid) Project Coordinator Senior - Simulation Training and Education for Patient Safety (STEPS)

West Virginia University

17d • Hybrid

About The Position

The Simulation Training and Education for Patient Safety (STEPS) at West Virginia University is currently accepting applications for a (Hybrid) Project Coordinator Senior position with the School of Medicine. About the Opportunity The Project Coordinator Senior provides complex program and project management to include collaborating with internal and external stakeholders on projects for planning, implementation, monitoring and evaluating timeliness, budgets and specifications and managing educational program activities for the center. Manages the administrative and operation functions, administrative staff and complex initiatives of the Simulation Training and Education for Patient Safety (STEPS) center. This individual serves as project coordinator senior and is critical to the mission/vision of STEPS. This includes implementation and management of current and new programs in conjunction with the Medical Director and Director and collaboration with internal and external stakeholders. 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%25 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

Requirements

• Master's degree in related field or equivalent experience and education
• A minimum of one (1) year of experience in the following:
• Project Coordinator experience
• Supervisory experience
• Progressive office experience and organizational skills.
• Excellent computer skills.
• Any equivalent combination of related education and/or experience will be considered.
• All qualifications must be met by the time of employment.
• Demonstrated strong administrative, leadership and interpersonal skills.
• Ability to provide project support management and multi-task multiple projects.
• Demonstrated ability to coordinate and prioritize many different administrative and project tasks, determine relative importance of each, set deadlines, and complete projects in a timely manner.
• Skill in organizing resources and establishing priorities.
• Ability to independently uses professional concepts and techniques, as well as organizational policies to solve a wide range of moderate to complex problems.
• Ability to create, manage an operational budget.
• Ability to learn programs needed for educational programs (electronic learning system) and budget needs.
• Ability to collect, interpret, and report data and write informational materials and reports.
• Strong organizational, analytical, and problem-solving skills.
• Excellent communication (written and verbal) and interpersonal skills.
• Self-motivated and willing to learn new skills.
• Ability to adapt to various workloads and assignments.
• Ability to work under high stress conditions/pressure and reliably meeting deadlines.
• Ability to prioritize task demands and work independently with minimal supervision.
• Ability to carry out responsibilities in a timely and meticulous manner demonstrating initiative and creativity.
• Ability to coordinate and delegate training assignments, tasks, and schedules.
• Ability to work effectively in a team environment with healthcare professionals, learners, and other institutions.
• Ability to handle and maintain confidentiality regarding job assignments and sensitive issues.
• Ability to assess situations and adapt to highly dynamic environment.

Nice To Haves

• Experience in healthcare preferred

Responsibilities

• Manages projects, current and new programs and educational activities within the STEPS Simulation Training and Education for Patient Safety (STEPS) center.
• Provides complex independent program and project support management for the Medical Director and Director, responsible for collaborating with internal and external stakeholders on projects for planning, implementation, monitoring and evaluating timeliness, budgets and specifications.
• Plans, coordinates, and oversees various functions of STEPS to include educational activities, program management and participates in project meetings.
• Responsible for tracking progress of plans and coordinates with subject matter experts to ensure projects are aligned with objectives, met on time, and meet with mission/vision of STEPS.
• Works with the Director to develop workflows and processes.
• Prepares project status and progress reports to keep team, management and others informed of any emerging project tasks or issues.
• Manages and coordinates special projects at the direction of the Director to ensure aspects of projects to ensure they are aligned with objectives, meet the mission/vision of STEPS and ensures they meet the goals from start to finish.
• Oversee financial management by proposing and preparing annual budget, managing, and monitoring expenditures.
• Tracks and reports on project milestones and provides status to the Director.
• Evaluate and provide recommendations on process improvement to increase efficient and effectiveness within STEPS processes and projects.
• Develop, recommend and improve policies, procedures, and strategies to streamline workflow of STEPS.
• Participates on committees, special projects and contributes in any other capacity as assigned.
• Coordinate the design, development, and implementation of materials to support programs in STEPS.
• Manages the fourth-year medical student high stakes Clinical Performance Exam (CPX) and coordinates with the CPX Directors, including CPX case development. Orients learners the morning of the exams. This includes accommodating the learners’ needs, track attendance, enter grades into EValue, review evaluations for potential changes.
• Manages third-year medical student mid-block workshops. Collaborates with Medical Director and WV SoM Student Services with planning and implementation of M3 Midblock workshops. This includes scheduling of faculty, staff, and students for events, tracking attendance and evaluations
• Manages the administrative and operational functions within the STEPS Simulation Training and Education for Patient Safety (STEPS) center.
• Manages operational budget and all accounts in STEPs, including grant projects, state accounts and external budgets, and implementation and expenditures and reconciling expenses for the department.
• Provides direct supervision and training to administrative support staff, students, graduate assistants, and temporary employees serving in an administrative role.
• Serve as a member of STEPS Leadership team and coordinates the team relating to recurring management responsibilities and activities.
• Collaborates with Director and manages all promotion and upgrade activity of assigned personnel; updates and maintains individual personnel files to include monthly timesheets; travel and reimbursement claims; personnel and payroll actions; and performance appraisals.
• Collaborates with Martinsburg/Charleston SoM simulation programs in coordinating program offerings on the three WVU SoM campuses, and WVU Medicine sites and centers.
• Acts in an advisory capacity to faculty and staff on policies and procedures, budgets, benefits and budgetary issues.
• Manages and creates reports of multiple STEPS accounts, to include state, foundation and back bill accounts to the Director and HSC Budget meeting members.
• Manages and coordinates departmental purchases in Mountaineer Market Place and/or in person purchases - Financial Transaction Approver for PCard transactions. Approver for employee reimbursement (i.e. travel), adding/providing funding string information.
• Manage and coordinate salary payments to WVU Medicine for STEPS (WVU Medicine) employees by processing internal transfers in Mountaineer Market Place. Create invoices to IPE department and process payment to STEPS from IPE salary reimbursement using Mountaineer Market Place.
• Serves as a liaison to faculty, staff, students and outside institutions with coordinating the scheduling and development of projects.
• Collaborates with Director and Medical Director in coordination, planning, and follow up items of Simulation Oversight and Integrated Leadership (SOIL) committee.
• Oversees pre- and post-course processing of Continuing Education (CE) / Continuing Medical Education (CME) for eligible participants.
• Independently, or as part of a team, assists learners in the utilization of simulation equipment, providing operational orientation as needed.
• Conducts tours of the Simulation Center and demonstrates equipment to new users and visitors.
• Serves as an instructor for Basic Life Support (BLS) and First Aid training for STEPS.

Benefits

• 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%25 employee contribution match, eligibility to continue health insurance, and other retiree perks.
• Wellness programs

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Number of Employees: 101-250 employees