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Coordinator for International & Appalachian Outreach

VCOM -
Virginia

Job Details

Benefits

Travel reimbursement

Qualifications

Phone communication
Spreadsheets
In-person customer service
Productivity software
Office phone management

Full Job Description

I. Job Summary:
The Coordinator for International & Appalachian Outreach performs a wide range of
administrative and office support activities for the department and supervisors to facilitate
efficient operations. They provide quality administrative support by displaying sound judgment,
accuracy, diplomacy, confidentiality, and discretion.

II. Job Duties:

a. Manage International Outreach Alumni Relations by updating list of alumni, applications for
trips, and placement of trips. Send Qualtrics to alumni to generate interest and availability in
serving as a preceptor on mission trips.

b. Keep track of preceptors who go on mission trips and inform CME director of participation
to give credit. Send thank you letters to preceptors in July (January-June) and January (July-
December).

c. Responsible for all departmental budgetary expenditures to include credit card log, finances,
travel reimbursements, and wire transfers to international sites. Use VCOM accounting
software, Concur, to code and track all expenditures.

d. Assist with updating master files for each trip which include one-week mission trips.
materials, student files and preceptor records.

e. Work closely with International Outreach personnel on international mission trips and
international rotations.

f. Interact with international mission trip/rotation site coordinators.
g. Assist with communications, such as taking pictures, videos and preparing presentations.
h. Schedule staff meetings and take and disseminate minutes.
i. Make phone calls, send emails and other duties to help with travel arrangements and

scheduling. Utilize CTP for making airline reservations.
j. Assist with patient chart data entry/management, post-trips.
k. Assist the director with pre-trip and post-trip surveys.
l. Create and track inventory of equipment and order supplies needed.
m. Create and modify documents using word processing, spreadsheet, database and/or other

presentation software such as Microsoft Office, including (but not limited to) site
instructions, and yearly department newsletter.

n. Assist in special events, such as VCOM Orientation, Pre-trip Orientation, Pre-departure
meetings, VCOM Open House, and other events when International Outreach is invited.

o. Perform other duties as assigned to support the Department.
p. Assist with front desk coverage at noon in main building (once per month).

Job Title: Coordinator for International & Appalachian Outreach

Department: International & Appalachian
Outreach

Date: June 2026

FLSA: Non-Exempt Work Location: Virginia Campus

Employee Category: Classified Staff Work Schedule: M–F, 8a – 5p

Reports to: Vice President for International
& Appalachian Outreach; Director for
International Programs

Percent Employment: 100%

Direct Reports: N/A

III. Required Qualifications:

Spanish-speaking

Education: Bachelor’s Degree or equivalent experience.

Licensure or certification: None

Experience: One to three years prior experience in office management preferred

Skills required for this position:

Knowledge of principles and practices of basic office management and organization,

including information gathering and monitoring

Be highly organized, detailed-oriented and able to multi-task in a fast-paced environment

Ability to work well either alone or as part of a team

Excellent interpersonal and communications skills

Strong team player

Commitment to organization’s values

Knowledge of Microsoft Office, telephone protocol, and email applications

Excellent customer service skills in dealing with executive level administrators,

physicians, business executives, and faculty and professional students

Preferences are given to applicants who have the following skills or attributes: Spanish-speaking,
experience with medical terminology and operation of medical education protocol and
operations

Successful candidate will be subject to a criminal history background check.

Regular, reliable or predictable attendance is an essential function of the job.

IV. Working Conditions and Efforts: The physical demands and work environment characteristics

described here are representative of those that must be met by an employee to successfully
perform the essential functions of this job. Reasonable accommodation may be made to enable
individuals with disabilities to perform the essential functions. The position requires a rapid
pace, some days with long hours to meet expectations, long distance driving to rural sites, and
the ability to organize, interpret, and utilize a large volume of information.

Physical demands: While performing the duties of this job, the employee is required to ambulate
(may be with use of assisted devices); sit, stand (or accommodate for standing); use hands and
vision for teaching; use office equipment such as computers; speak to large and small groups of
individuals for teaching; perform moderate telephone and poly-com communication/usage;
occasionally be required to lift and/or move up to 50 pounds; drive distances up to five hours or
to fly on occasion to other campuses or meetings.

Work environment: Office environment. Outside travel required 5% to 10% of time. The noise
level in the work environment is usually minimal.

This position is classified as a non-exempt position because it does not require that the
candidate/employee exercise independent judgement and discretion regarding matters
of significance.

Employment with VCOM is “at-will”. This means employment is for an indefinite

period of time and it is subject to termination by the employee or by VCOM, with or

without cause, with or without notice, and at any time. Nothing in this position

description or any other policy of VCOM shall be interpreted to be in conflict with or to

eliminate or modify in any way, the “at-will” employment status of VCOM employees.

V. VCOM Core Values: The employee is expected to adhere to all VCOM policies. As the
environment is a professional college, VCOM faculty / staff are expected to dress and behave in
a professional manner at work. VCOM faculty / staff are expected as VCOM employees, to be a
person who obeys all laws and professional expectations of an upstanding citizen of the
community. VCOM expects all employees to maintain a positive attitude in all working
relationships with all VCOM departments, employees, medical students, prospective medical
students, interns, and residents and to treat all other engaged in the duties of the employment,
with mutual respect.

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