Program Administrative Coordinator

Program Administrative Coordinator - University of Charleston

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Home/Job Postings/Program Administrative Coordinator

Program Administrative Coordinator

Posted September 2, 2026

Doctor of Nurse Anesthesia Practice (DNAP) Program

Bert Bradford School of Health Sciences, University of Charleston

Position Summary:

The DNAP Program Administrative Coordinator provides comprehensive administrative and operational support for the Doctor of Nurse Anesthesia Practice (DNAP) Program. This position works closely with the Program Director, Assistant Program Director/Clinical Director, faculty, students, university departments, clinical affiliates, and other stakeholders to support the effective operation of the program. The Coordinator plays an essential role in maintaining program organization, student and faculty records, accreditation documentation, clinical and academic scheduling, communication, meetings, and program events. The position requires a high degree of organization, professionalism, confidentiality, attention to detail, and the ability to manage multiple priorities and deadlines within a complex graduate healthcare education environment.

The DNAP Program Administrative Coordinator reports directly to the DNAP Program Director and works collaboratively with the Assistant Program Director/Clinical Director, DNAP faculty, university administration, clinical partners, and other individuals involved in the administration and delivery of the program.

Essential Responsibilities:

The DNAP Program Administrative Coordinator is expected to maintain a working knowledge of program policies, procedures, academic calendars, accreditation requirements, and administrative processes necessary to support the effective operation of the DNAP Program. The Coordinator serves as an important organizational resource for the program and contributes to maintaining accurate documentation, effective communication, regulatory readiness, and a professional environment for students, faculty, and program stakeholders.

• Provide administrative support to the Program Director, Assistant Program Director/Clinical Director, and DNAP faculty.
• Coordinate daily administrative operations of the DNAP Program.
• Maintain program calendars, schedules, deadlines, files, and administrative records.
• Prepare correspondence, reports, agendas, meeting materials, presentations, and other program documents.
• Coordinate meetings and maintain meeting schedules for program committees, faculty, students, and other stakeholders.
• Record, prepare, distribute, and maintain official meeting minutes as assigned.
• Assist with purchasing, invoices, reimbursements, memberships, travel arrangements, and other program-related financial processes.
• Maintain office supplies, educational materials, and other program resources.
• Serve as a primary administrative point of contact for students, applicants, faculty, clinical partners, and university departments.
• Maintain accurate student records and assist with tracking required academic, clinical, and program documentation.
• Assist with student onboarding, orientation, registration, graduation, and other progression-related activities.
• Monitor completion and submission of required student documentation and notify appropriate program leadership of missing or incomplete requirements.
• Assist with scheduling classes, examinations, meetings, advising sessions, and other academic activities.
• Support administration and coordination of program examinations and standardized testing activities, including the SEE and NCE preparation processes as directed.
• Assist with maintaining student rosters, contact information, academic records, and program progression documentation.
• Coordinate student communications regarding deadlines, schedules, program activities, and administrative requirements.
• Maintain confidentiality of student educational records in accordance with FERPA, institutional policy, and applicable regulations.
• Provide administrative support for clinical scheduling and clinical education activities.
• Maintain current records related to clinical sites, student assignments, clinical rotations, and required documentation.
• Assist with communication among students, faculty, clinical coordinators, clinical sites, and affiliated organizations.
• Track required clinical documentation, evaluations, specialty rotations, certifications, and other program requirements as assigned.
• Assist with maintaining clinical affiliation information and documentation.
• Support coordination of student clinical onboarding requirements for affiliated clinical sites.
• Assist the Program Director and faculty with maintaining documentation necessary for continued compliance with the Council on Accreditation of Nurse Anesthesia Educational Programs (COA) standards and institutional requirements.
• Maintain organized electronic and/or physical accreditation files and supporting evidence.
• Assist with preparation and organization of documentation for annual reports, self-study reports, accreditation reviews, site visits, and other regulatory or institutional reporting requirements.
• Track recurring accreditation, program evaluation, and reporting deadlines.
• Assist with maintaining documentation related to program policies, procedures, outcomes, evaluations, committee activities, faculty qualifications, and student progression.
• Support collection and organization of data used for program evaluation and continuous quality improvement.
• Maintain current versions of program policies, handbooks, forms, organizational documents, and other official program materials.
• Provide administrative support for faculty meetings, advisory committees, evaluation activities, and other program committees.
• Coordinate meeting schedules, agendas, supporting documents, attendance records, and minutes.
• Maintain faculty files and assist with tracking required licenses, certifications, professional development, evaluations, and other documentation as assigned.
• Assist with faculty onboarding and administrative processes for new faculty, adjunct faculty, guest lecturers, and clinical educators.
• Support faculty with classroom scheduling, educational materials, examinations, student communication, and program events.
• Provide administrative support for the DNAP admissions process.
• Respond to general inquiries from prospective applicants and direct program-specific questions to appropriate faculty or leadership.
• Assist with open houses, recruitment activities, interviews, applicant communication, and admissions events.
• Coordinate interview schedules and prepare applicant materials for faculty review.
• Maintain appropriate admissions documentation and records in accordance with institutional policies.
• Assist with communication and onboarding of accepted students.
• Assist with planning and coordination of orientation, graduation, open houses, student presentations, professional development activities, and other program events.
• Coordinate meeting spaces, technology, catering, materials, attendance, and other event logistics as needed.
• Assist with student and faculty participation in professional meetings and program-sponsored activities.
• Support dissemination of program announcements, recognition activities, and other communications.
• Maintain organized electronic program files and shared drives.
• Utilize university and healthcare-system information systems as required for program operations.
• Maintain spreadsheets, databases, tracking systems, and reports used to monitor program requirements and outcomes.
• Assist with learning management systems, student information systems, scheduling platforms, survey/evaluation systems, and other educational technology.
• Ensure program documentation is appropriately organized, accessible, secure, and retained according to applicable policies.
• Communicate professionally and effectively with students, faculty, administrators, clinical partners, applicants, and members of the public.
• Handle confidential and sensitive information with discretion.
• Demonstrate professionalism, dependability, initiative, and responsiveness.
• Establish effective working relationships across multiple departments and organizations.
• Exercise sound judgment in determining when issues should be referred to the Program Director or other program leadership.
• Other duties may be assigned as necessary to support the mission, accreditation, and effective operation of the DNAP Program.

Qualifications:

Minimum Qualifications

• Associate degree or equivalent combination of education and relevant administrative experience.
• Demonstrated experience providing administrative or program coordination support.
• Proficiency with Microsoft Office applications, including Word, Excel, PowerPoint, Outlook, and Teams.
• Strong organizational, communication, and interpersonal skills.
• Ability to manage multiple responsibilities, deadlines, and competing priorities.
• Strong attention to detail and accuracy.
• Ability to maintain confidentiality and appropriately handle sensitive student and personnel information.
• Exceptional organizational and time-management skills.
• Strong written and verbal communication skills.
• Ability to work independently while functioning effectively as part of a collaborative team.
• Ability to anticipate program needs and proactively address administrative responsibilities.
• Ability to prioritize tasks in a fast-paced academic and clinical environment.
• High level of accuracy and attention to detail.
• Strong problem-solving skills and professional judgment.
• Ability to interact effectively with graduate students, faculty, healthcare professionals, administrators, and external stakeholders.
• Commitment to supporting the mission, goals, and continuous improvement of the DNAP Program.

Preferred Qualifications

• Bachelor's degree.
• Previous experience in higher education, graduate education, healthcare, or an academic healthcare environment.
• Experience supporting nursing, nurse anesthesia, medical, or other health professions education programs.
• Familiarity with accreditation and regulatory documentation.
• Experience with student information systems, learning management systems, clinical tracking systems, and electronic document management.
• Experience coordinating meetings, committees, events, and complex schedules.

Applications will be accepted until the position is filled.

Interested applicants should submit cover letter, resume, references, and salary requirements to:

Megan Orphanos - meganorphanos@ucwv.edu

Applicants must be authorized to work in the United States without the need for current or future visa sponsorship. The University is unable to sponsor visas or green cards at this time.

The University of Charleston is an Equal Opportunity Employer

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