Provider Affairs Specialist

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Primary coordinator of physician and advanced practice provider recruitment, onboarding, academic affairs coordination, and provider lifecycle management. Requires a highly organized and detail-oriented individual to manage recruitment workflows, offer processes, onboarding coordination, academic promotion and tenure activities, immigration coordination, credentialing support, licensure management, and provider compensation processes across WVU Medicine, UHA, and the WVU School of Medicine.

This position manages confidential employment, compensation, credentialing, and academic affairs information and requires the ability to interact effectively with senior leadership, including Department Chairs, Division Chiefs, Department Leadership, and School of Medicine leadership. The role supports multiple departments and coordinates with internal and external partners to ensure accurate, timely, and compliant provider onboarding and ongoing administrative processes.

MINIMUM QUALIFICATIONS:

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1.Masters Degree in Business Administration, Healthcare Administration or related field OR

Bachelor’s Degree in Business Administration, Healthcare Administration, or related field AND two years of healthcare, project management, or related experience OR

Associate’s Degree in Business Administration, Healthcare Administration, or related field AND four years of healthcare, project management, or related 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 constructed as an all-inclusive list of all responsibilities and duties.  Other duties may be assigned.

1. Manages and tracks physician and advanced practice provider recruitment and onboarding activities from approval to recruit through credentialed start date, coordinating with Physician Recruitment, School of Medicine, credentialing, payor enrollment, payroll, legal, IT, and departmental leadership.

2. Coordinates preparation, drafting, routing, and execution of physician offer letters, Professional Services Agreements, search reports, and related employment documentation, ensuring required approvals and signatures are obtained.

3. Advises departmental leadership on the status of recruitment, onboarding, credentialing, licensure, and immigration activities to support timely provider start dates and avoid delays.

4. Coordinates onboarding activities across WVU Medicine and UHA, including employment documentation, payroll, benefits, employee health, system access, and onboarding touchbase meetings with credentialing, revenue integrity, and administrative teams.

5. Leads and executes academic affairs functions, including coordination of annual promotion, tenure, and continuation processes for assigned departments; manages timelines, faculty communications, documentation collection, committee and chair letters, and Digital Measures submissions.

6. Coordinates and ensures completion of credentialing, recredentialing, payer enrollment, licensure, and compliance activities in collaboration with Medical Staff Affairs, credentialing teams, CVOs, and payer organizations; maintains tracking tools and supports audits and renewals.

7. Coordinates physician and fellow immigration processes, including J-1 and H-1B visas and amendments, prepares required documentation, and serves as liaison with immigration counsel and institutional partners.

8. Administers physician and fellow extra duty, moonlighting, bonus, per diem, and training stipend payments across WVU and UHA systems; maintains templates and tracking tools, and supports submission of additional pay elements and approvals.

9. Assists with the administration of sign-on bonuses, medical directorship compensation, and repayment processes for unfulfilled agreements, including tracking, documentation, and coordination with finance and leadership.

10. Facilitates financial administrative responsibilities, including deposit tracking, state pass-through reconciliation, pay corrections, and coordination with the School of Medicine and UHA partners.

11. Coordinates patient assistance and reimbursement activities, including medication assistance, lodging, transportation reimbursements, vendor setup, invoice processing, and maintenance of utilization tracking with WVU Foundation.

12. Prepares and distributes monthly onboarding and offboarding reports for physicians and advanced practice providers and coordinates new business meetings through agenda updates, provider status reporting, and licensure tracking.

13. Maintains provider organizational charts, leadership visuals, and reference materials; coordinates space planning activities for incoming providers and staff, including furniture and IT setup.

14. Serves as a point of contact and resource for administrators, physicians, recruiters, finance teams, credentialing staff, and system partners regarding provider onboarding, credentialing, compensation, and administrative processes.

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. Ability to sit for long periods of time

2. Ability to lift, push or pull 10-15 pounds.

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. Working conditions are based on a normal office environment.

SKILLS AND ABILITIES:

1. Demonstrates proficiency in Microsoft Office software (including but not limited to Outlook, Word, Excel, PowerPoint).

2. Maintains confidentiality: Due to the wide range of individuals with whom the person in this position is interacting, failure to handle these contacts correctly and diplomatically could have adverse effects on the System. Release of incorrect or confidential information could have serious legal repercussions.

3. Demonstrates excellent interpersonal and communication skills, both in writing and orally.  After decision to hire – will serve as main point of contact for all new physicians in recruitment.

4. Demonstrates excellent oral and written communication skills and strong computer & organizational skills.

5. Ability to problem solve and make appropriate decisions and recommendations to leadership.

Additional Job Description:

Scheduled Weekly Hours:

40

Shift:

Exempt/Non-Exempt:

United States of America (Exempt)

Company:

WVUH West Virginia University Hospitals

Cost Center:

132 WVUH HVI Admin

Address:

1 Medical Center Drive

Morgantown

West Virginia

Equal Opportunity Employer

 

West Virginia University Health System and its subsidiaries (collectively "WVUHS") is an equal opportunity employer and complies with all applicable federal, state, and local fair employment practices laws. WVUHS strictly prohibits and does not tolerate discrimination against employees, applicants, or any other covered persons because of race, color, religion, creed, national origin or ancestry, ethnicity, sex (including gender, pregnancy, sexual orientation, and gender identity), age, physical or mental disability, citizenship, past, current, or prospective service in the uniformed services, genetic information, or any other characteristic protected under applicable federal, state, or local law. All WVUHS employees, other workers, and representatives are prohibited from engaging in unlawful discrimination. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, training, promotion, discipline, compensation, benefits, and termination of employment.