IT Program Coordinator

Welcome! We’re excited you’re considering an opportunity with us! To apply to this position and be considered, click the Apply button located above this message and complete the application in full. Below, you’ll find other important information about this position. 

The Program Coordinator is responsible for marketing, project management, cost development, contracting, and client relationship coordination of IT enterprise system programs. Experience in program marketing, content presentation, and targeted information delivery is essential. Client relationship coordination will involve site visits, town hall and office hours, and serving as the primary point of contact for communication and escalation. The role includes leading project teams on initiatives that impact multiple department or areas. Responsibilities may also extend to planning, directing, and coordinating all aspects of IT projects. This includes, but is not limited to, project plan development, status reporting, issue tracking, scope management, resource and time management, communication, and risk management. Additionally, the Program Coordinator will collaborate with IT teams, vendors, and customers to ensure successful completion of projects, maintenance coordination, and completion of customer satisfaction initiatives ensuring services meet client needs and expectations beyond defined projects.

MINIMUM QUALIFICATIONS:

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. Associate’s degree in Information Technology, MIS, Business Administration or Management, or related field required, OR two (2) years of relevant experience such as business, marketing, project leadership, project coordination, team lead, client relationship coordination.

2. Internal employees must meet all mandatory competencies in current position to qualify for promotion within IT.

EXPERIENCE:

1. Minimum of two years of team lead, project lead, project coordination, business administration experience. Associate’s degree may substitute for relevant experience.

2. Minimum of two years of information technology experience.

3. Minimum of 1 year marketing and client relationship experience.

PREFERRED QUALIFICATIONS:

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. Bachelor’s degree in Information Technology, MIS, Business Administration or Management, or related field, OR four (4) years of relevant experience such as business, marketing, project leadership, project coordination, team lead, client relationship coordination.

2. Program lead or program coordinator experience.

3. Project Management Certification preferred.

4. Experience in an academic medical center environment and/or large healthcare system.

5. Experience with electronic health record

EXPERIENCE:

1. Two to four years of business, project leadership, project coordination, program leadership, and/or team lead.

2. Two years of marketing and/or client relationship experience.

CORE DUTIES AND RESPONSIBILITIES: The statements described here are intended to describe the general nature of work being performed by people assigned to this position. They are not intended to be construed as an all-inclusive list of all responsibilities and duties. Other duties may be assigned.

1. Marketing: Develop and continually refine comprehensive marketing materials that accurately represent the program’s offerings, objectives, and value. This includes ensuring all materials are aligned with current strategies and updates to reflect the latest program developments. Additionally, oversee the coordination and presentation of these materials to diverse audiences, including stakeholders, clients, and internal teams, ensuring effective communication of the program’s impact and goals. Facilitate meetings and presentations, guide discussions, and manage follow-up actions and key takeaways to ensure alignment and progress toward program objectives. This role also involves fostering engagement and understanding through clear, consistent messaging across all communication platforms.

2. Communication Effectiveness: Responsible for ensuring clear, objective communication of program status, issues, and successes across all levels including clients, management, and stakeholders while adhering to program standards. Facilitates open, act-based discussions, effectively interprets and clarifies both verbal and non-verbal messages, and conducts routine meetings to address progress, challenges, and escalations. Supports pre-engagement preparation, implementation planning, and transition to support while motivating resources to action.

3. Project Management: Responsible for project planning, including time frame, staffing requirements, deliverables, and allocation of resources. Maintain project work plans utilizing the standard project management software tool(s) to drive the project and facilitate project progress tracking. Proactively manage project tasks to identify potential risks, issues, or barriers and escalates appropriately. Monitors and facilitates the change control process and documents the outcomes of the change control process for assigned projects. Understand the customer, their needs; provides realistic expectations, actively monitors customer satisfaction. Facilitation of proper transition of project support to Customer Service at the completion of each assigned project.

4. Critical Thinking Skills and Problem Solving: Responsible for identifying and managing program initiatives with limited risk. Engages appropriate resources and facilitates the resolution of program-related challenges. Tracks and maintains RAID logs (Risks, Actions, Issues, and Decisions) to ensure proactive management. Recognizes new or unprecedented situations and escalates appropriately to ensure smooth program operations.

5. Collaboration: Demonstrates collaboration skills and techniques and creates positive relationships with others. Establishes clear ground rules for behavior during program activities. Maintains a controlled and relaxed demeanor during intense situations. Uses good listening skills to document the issue accurately. Activates proper escalation protocols. Develops positive relationships with customers, team, and sponsor.

6. Accountability and Decision Making: Effectively prioritizes both individual and team workloads, anticipating potential consequences, risks, or opportunities for improvement. Sets and achieves realistic deadlines while forecasting changes and communicating current and future challenges. Demonstrates strong decision-making skills by understanding when to act independently and when to escalate issues to higher levels. Analyzes risks and assesses the long-term impact of decisions, ensuring well-informed, strategic choices.

7. Influencing and Leading: Exerts influencing skills to impact choices on immediate and long-term decisions. Develops understanding of how corporate culture impacts the success of the program; knows how to use organization to achieve objectives.

8. Project Management Tools: Demonstrates basic understanding of the organization’s current versions of software to perform project planning and oversight, for example: MS Project, MS Office 365, MS Teams, MS SharePoint On-line.

9. Administrative Responsibilities:  Attends and participates in departmental functions and staff meetings. Contributes positively to the teamwork of the department by volunteering to assist co-workers, contributing ideas and participating in problem solving efforts with co-workers.

10. Team Building: Participates in knowledge sharing. Seeks and respects the views of others, including patients, project team members, and customers when appropriate. Creates and updates internal documentation for team members.

11. This position will require up to 75% travel to other facilities or affiliated sites to complete marketing meetings, manage implementations and/or support, and complete client relationship tasks.

12. Adheres to the established policies of the West Virginia United Health System (WVUHS) as well as the policies of the entity or entities where the IT team member is assigned to work.

13. Other duties may be assigned.

PHYSICAL REQUIREMENTS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Frequent walking, standing, stooping, kneeling, reaching, pushing, pulling, lifting, grasping is necessary body movements utilized in performing duties through the work shift.

WORKING ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Work is generally performed in both an office and healthcare (hospital, clinic, etc.) environment, with frequent interruptions and irregularities in the work schedule.

SKILLS AND ABILITIES:

1. Ability to handle and maintain confidential information.

2. Ability to work independently or cooperatively as a team member.

3. Ability to adapt to various workloads and assignments.

4. Ability to work with multi-disciplinary groups.

5. Possess good oral and written communication skills.

6. Ability to prioritize tasks.

7. Ability to work in a fast paced and rapidly changing environment.

8. Must be flexible.

Additional Job Description:

Role will include marketing, project management, cost development, contracting, and client relationship management of WVU Medicine's Community Connect program. The Community Connect program enables the extension of the WVU Medicine's instance of Epic (EMR) to private community provider practices via a contract and defined cost. Experience in program marketing, content presentation, and concentrated information delivery is important. Client Relationship Management will include site visits, town hall and office hours, and point of contact for communication and escalations.

Scheduled Weekly Hours:

40

Shift:

Day (United States of America)

Exempt/Non-Exempt:

United States of America (Exempt)

Company:

SYSTEM West Virginia University Health System

Cost Center:

5804 SYSTEM IT Ambulatory

Address:

315 Point Marion Road

Morgantown

West Virginia

WVU Medicine is proud to be an Equal Opportunity employer. We value diversity among our workforce and invite applications from all qualified applicants regardless of race, ethnicity, culture, gender, sexual orientation, sexual identity, gender identity and expression, socioeconomic status, language, national origin, religious affiliation, spiritual practice, age, mental and physical ability/disability or Veteran status.