Description
POSITION OBJECTIVE
Working under general direction and reporting to the administrative director, the Department Assistant 3 will provide administrative support to the Physician Assistant (PA) Program. This position supports effective and efficient operations in the fast-paced and high work volume environment of the physician assistant program in the School of Medicine. Assignments may be long-term and require the individual to rely on time management skills to manage ongoing data collection or deadlines.
ESSENTIAL FUNCTIONS
Perform various duties of an administrative/ clerical nature requiring accuracy. Review and assess CASPA applications to the program, communicating with prospective applicants about outstanding items. Respond timely to communication that comes to the department email alias. Develop and maintain spreadsheets for tracking student progress in onboarding and health requirements. Maintain spreadsheets on didactic and clinical instructors, ensuring compliance with requirements for accreditation. (30%)
Has overall responsibility for smooth functioning of the department. Administer all aspects of the office including appointments, telephone contacts, correspondence, etc. Maintain a calendar for the PA program to include coordinating schedules for faculty and staff. Schedule all Experiential Learning for students and prepare reports on this. Collect and record Community Service logs for students. Manage all onboarding activities for incoming students. (30%)
Maintain confidential records. Organize and maintain confidential student files in the program¿s shared drive and OnBase. (15%)
Organize, plan meetings, departmental agenda, etc. Arrange meetings and maintain necessary correspondence with attendees; take minutes. Support the program with administrative support in faculty searches, Academic Standing and Progress Committee meetings, Faculty meetings. Etc. (6%)
Coordinate workflow between departments, within medical education, faculty, and students as needed. Assist in managing events for the program, including interview days, white coat ceremony, graduation ceremony, appreciation events, new student orientation week, faculty retreats, alumni reunions. Assist with communication to students on applicable announcements. (6%)
Facilitate communications between the department and the university. Relay information on sensitive matters to constituents, external or within the university. Involved with more complex/ difficult matters, and may schedule meetings on confidential topics for faculty or students. (6%)
May authorize routine department expenditures, prepare or assist in preparing budgets, and reconcile monthly expense statements, budget analysis/ forecasting, expense reports. Assist administrative director with the overall financial management of the department. (6%)
NONESSENTIAL FUNCTIONS
Perform other duties as assigned. (1%)
CONTACTS
Department: Daily contact with departmental staff to maintain workflow.
University: Regular contact with other university departments on an as-needed basis to exchange information.
External: Moderate contact with clinical and didactic instructors to exchange information.
Students: Regular contact with students to exchange information.
SUPERVISORY RESPONSIBILITY
This position has no direct supervision of staff employees. Oversee general operations of students or other clerical staff.
QUALIFICATIONS
Experience: 5 years of related clerical experience required.
Education: High school education required. Bachelor¿s degree preferred.
REQUIRED SKILLS
Must be self-motivated, a self-starter and have a strong work ethic.
Strong organization skills: ability to multitask, prioritize, give attention to detail and meet deadlines.
Must have the ability to work in a fast-paced and demanding environment with heavy workloads and constant, multiple deadlines and management of priorities.
Ability to work effectively independently with limited supervision and collaboratively within a team.
Ability to learn and apply new ideas, processes, policies, functions, etc. Understanding the implications of new information for both current and future problem-solving and decision-making.
Ability to problem-solve effectively and demonstrate good judgment and logical decision-making.
Ability to conform to shifting priorities, demands and timeline. Must be flexible in order to respond to project adjustments and alterations promptly and efficiently. Must be able to adapt to varying workloads and respond appropriately to stressful situations.
Must be a strong decision maker providing leadership and acting with limited supervision.
Discretion in the use of confidential information.
Excellent communication skills: Both oral and written. Understanding written sentences and paragraphs in work-related documents. Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times. Communicating effectively in writing as appropriate for the needs of the audience. Talking to others to convey information effectively.
Strong interpersonal skills with the ability to interact with faculty, staff, students at all levels, including at external academic institutions and sponsor organizations.
Effective management skills: ability to lead, work with, elicit cooperation from and read communication styles of team members and staff.
Knowledge of curriculum development and administrative needs of higher education programs.
Knowledge and understanding of accreditation requirements.
Must have excellent computer skills experience and proficiency with the Microsoft Office Suite, Google Suite, Zoom, Canvas.
Demonstrated history of successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.
Ability to meet consistent attendance.
Ability to interact with colleagues, supervisors and students face to face.
Ability to operate copy and fax machines to perform calculations and produce documents.
WORKING CONDITIONS
General office environment. The employee will perform repetitive motion using a computer mouse and keyboard to type. This position is eligible for the staff hybrid work program.
Requirements
QUALIFICATIONS
Experience: 5 years of related clerical experience required.
Education: High school education required. Bachelor¿s degree preferred.
