Division Coordinator - WVUHS System Integration Office

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The Division Coordinator within the WVUHS System Integration Office provides high-level administrative and operational support to ensure the seamless day-to-day functioning of the division. This position plays a critical role in driving operational excellence by coordinating division priorities, supporting leadership initiatives, maintaining organizational alignment, and ensuring proactive communication across multiple teams and stakeholders. The Division Coordinator also leads project coordination efforts, assists with budget and resource management, and facilitates cross functional collaboration to support the continued growth of system integration activities.

MINIMUM QUALIFICATIONS:

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. Bachelor’s degree in Business Administration, Healthcare Administration, or a related field.

EXPERIENCE:

1. Minimum of 3 years of experience in administrative support, project coordination, or operational support roles.

2. Experience supporting leadership teams or working within complex, multi-stakeholder environments.

PREFERRED QUALIFICATIONS:

EXPERIENCE:

1. Five (5) or more years of relevant experience, ideally within a healthcare or large organizational environment.

2. Advanced knowledge of project management principles and organizational operations.

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 constructed as an all-inclusive list of all responsibilities and duties.  Other duties may be assigned.

1. Provide comprehensive administrative and operational support to division leadership and team members.

2. Manage complex calendars, coordinate high level meetings, prepare agendas, take meeting minutes, and monitor follow-up action items to completion.

3. Serve as the primary point of contact for internal and external stakeholders, ensuring timely, professional, and effective communication.

4. Coordinate travel arrangements, including lodging, transportation, and itineraries for division leaders and team members.

5. Assist with budget tracking, oversee purchasing processes, and manage invoice submissions while ensuring adherence to established policies.

6. Maintain accurate and organized records, files, and documentation, ensuring compliance with organizational standards and audit readiness.

7. Facilitate project tracking, generate progress reports, monitor timelines, and support leadership with timely updates on project milestones.

8. Lead and coordinate division-level projects by managing timelines, facilitating stakeholder collaboration, and contributing to goal alignment.

9. Support leadership in the preparation of presentations, reports, and briefing materials for internal and external meetings.

10. Proactively identify opportunities for improving operational processes and recommend and implement solutions to enhance team efficiency and collaboration.

11. Assist in onboarding new team members by coordinating orientation schedules, system access, and training documentation.

12. Maintain awareness of organizational initiatives and priorities, ensuring division activities remain aligned with broader health system goals.

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.

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.

SKILLS AND ABILITIES:

1. Exceptional organizational and time management skills, with the ability to handle multiple priorities in a fast-paced environment.

2. Strong written and verbal communication skills, with demonstrated professionalism in interacting with individuals at all levels of the organization.

3. Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and adaptability to learn new software systems as required.

4. High attention to detail, with the ability to independently manage t