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Office Manager of the Physician Assistant Program
2 months ago
The Office Manager will play a critical role in the day-to-day operations and overall organization of the program, while ensuring efficient communication between departments, students, faculty (both full-time, part-time, and adjunct), and other university offices.
Position requires 40 hours per week of weekday schedule with attendance at occasional evening and weekend events.
Responsibilities:
Support for Department Personnel
- Provides effective, comprehensive administrative services for the faculty, staff, and department leadership to ensure proper functioning of day-to-day operations of the Physician Assistant program.
- Serves as the primary point of contact to support adjunct faculty members regarding onboarding, payroll issues, scheduling, document collection, textbook acquisition, and other administrative needs.
- Supports Director of Admissions & Alumni Development for PA program in interacting with financial aid and registrar's office to monitor and maintain records of students' progress through the program, and provides additional assistance for tours, information sessions, orientation, and administrative needs.
- Conducts new faculty and staff onboarding and systems training
- Offers guidance, support, orientation, and cross-training to support staff and student employees as needed.
Organizational Systems and Reporting
- Supports ARC-PA accreditation process through effective record keeping, data collection and formulation of accreditation reports at instructed.
- Schedules, creates and distributes agendas, and takes minutes for weekly faculty meetings and annual department retreats.
- Establishes and manages filing systems using judgement and knowledge of department and university requirements.
- Assists in planning, prioritizing, delegating daily workflow, including hiring and training student workers.
- Organize and file waivers signed by students and adjunct faculty
- Support the Professional and Academic Standards committee to produce, submit, and file letters related to student performance and progression.
Purchasing and Procurement Management
- Provides support to the faculty members of the program, processing expense requests, assisting with payment matters and assisting with navigating university processes
- Process Honorarium paperwork to include: Professional Services Agreement, W-9, and Manual Timesheet
- Assist Clinical Lab Instructors with application through Paycom link, collect and file CV and state license documentation, process timesheets and schedules for labs and assist as needed with orientation to program and university policies and procedures
- Initiates purchasing requisitions through MyMU portal for travel, equipment, supplies, honorariums, contracts, and mileage reimbursements. Secures competitive quotes for equipment, supplies and other purchases through University-approved vendors. Places orders, coordinates delivery, and oversees appropriate forms of payment per University guidelines to include P-card, corporate card, virtual card, travel card, check and ACH
- Process invoices for large ticket items such as EVMS, ARC-PA dues, PAEA dues, Rosh Review, Annual PANCE review course and other items as needed
Internal and External Communications
- Answers telephones and directs calls to appropriate persons or takes detailed messages. Participates in digital platform meetings (e.g., Zoom, et al.) arranging and coordinating scheduled meetings, as needed
- Assists with Department and Student Handbook review/update, as needed
- Distributes internal announcements to faculty, staff and students relevant to campus activities, support and safety
- Serves as a liaison to students, faculty, adjunct faculty, support staff, advisory board members, and other departments by explaining policies and procedures, answering questions, and handling special requests or routing concerns to appropriate staff or faculty members, as appropriate
- Solicit and gather program news and announcements to be submitted to the Green and Gold University Newsletter, MU Today, and other publications, as requested
- Assist didactic students with registration for classes each semester
Curriculum Support
- Manages textbook adoptions for faculty and orders desk copies from publisher, as needed
- Facilitate processing of affiliation agreements for Pre-Clinical Experience sites for didactic year
- Schedule and credential first year students for Pre-Clinical Experiences
- Coordinates the collection and submission of all course syllabi, and faculty/staff/adjunct CV’s for accreditation and university academic affairs reporting
- Assists with proctoring exams and coordinating practical exams as needed in addition to coordinating catering, student technology reservations, and classroom assignment allocation
- Establish and manage equipment, assessment tools, and supply inventory. Monitor and facilitate student lending/return of department materials
- Manage supplies for Anatomy Lab to include keeping inventory, placing orders as needed, coordinate delivery, and oversee appropriate form of payment per University guidelines and coordinate interdepartmental transfer each year with DPT and OTD programs for shared expenses related to the Anatomy Lab
- Compile exam schedule for each semester to be reviewed by faculty
- Assist the Academic Coordinator in developing the class schedule for each semester
- Compose a schedule for the Item Review Committee to review exams each semester prior to administration
General Department Management
- Ensure that classrooms and lab spaces are clean, stocked, and secure. Create appropriate signage as needed
- Manages scheduling and coordination of department calendar
- Requests and monitors parking passes
- Generates and confirms work orders
- Serves on department committees, as requested
- Create and update rosters for PA program students, Department Faculty, Adjunct Faculty and program staff
- Performs other duties as assigned by the Program Director
Special Events
- Assists in coordinating and executing departmental special events to include: New Student Orientation, Admission Interviews, White Coat Ceremony, Graduation, National PA Week, ARC-PA Site Visits, invited guest speakers and others as assigned
Qualifications
Education/Experience:
- Experience in academic setting preferred
Skills:
- Must have knowledge of MS Office to include Word and Excel
- Experience with statistical software preferred
- Strong organizational, planning, and execution skills
- Self-motivated with outstanding attention to detail
- Knowledge and ability to organize and establish work priorities in all situations and to meet deadlines with minimum supervision
- Ability to assist multiple people of varying levels of academic appointment
