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Physician Assistant Program Administrator
1 month ago
The Office Manager of the Physician Assistant Program will play a critical role in the day-to-day operations and overall organization of the program, ensuring efficient communication between departments, students, faculty, and other university offices.
Key Responsibilities- Provide administrative support to faculty, staff, and department leadership to ensure proper functioning of day-to-day operations.
- Support adjunct faculty members with onboarding, payroll issues, scheduling, document collection, textbook acquisition, and other administrative needs.
- Assist the Director of Admissions & Alumni Development with interacting with financial aid and registrar's office to monitor and maintain records of students' progress through the program.
- Conduct new faculty and staff onboarding and systems training.
- Offer guidance, support, orientation, and cross-training to support staff and student employees as needed.
- Establish and manage filing systems using judgment and knowledge of department and university requirements.
- Assist 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.
- Process expense requests, assist with payment matters, and assist with navigating university processes for faculty members.
- Process Honorarium paperwork, including 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.
- Initiate purchasing requisitions through MyMU portal for travel, equipment, supplies, honorariums, contracts, and mileage reimbursements.
- Secure competitive quotes for equipment, supplies, and other purchases through University-approved vendors.
- Place orders, coordinate delivery, and oversee appropriate forms of payment per University guidelines.
- 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.
- Answer telephones and direct calls to appropriate persons or take detailed messages.
- Participate in digital platform meetings, arranging and coordinating scheduled meetings as needed.
- Assist with Department and Student Handbook review/update as needed.
- Distribute internal announcements to faculty, staff, and students relevant to campus activities, support, and safety.
- Serve 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.
- 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.
- Manage textbook adoptions for faculty and order desk copies from publishers 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.
- Coordinate the collection and submission of all course syllabi, and faculty/staff/adjunct CVs for accreditation and university academic affairs reporting.
- Assist 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, including keeping inventory, placing orders as needed, coordinating delivery, and overseeing appropriate forms of payment per University guidelines.
- 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.
- Ensure that classrooms and lab spaces are clean, stocked, and secure.
- Manage scheduling and coordination of department calendar.
- Request and monitor parking passes.
- Generate and confirm work orders.
- Serve on department committees as requested.
- Create and update rosters for PA program students, Department Faculty, Adjunct Faculty, and program staff.
- Perform other duties as assigned by the Program Director.
- Assist in coordinating and executing departmental special events, including New Student Orientation, Admission Interviews, White Coat Ceremony, Graduation, National PA Week, ARC-PA Site Visits, invited guest speakers, and others as assigned.
- Bachelor's Degree from a regionally accredited institution is required.
- Experience in an academic setting is preferred.
- Must have knowledge of MS Office, including Word and Excel.
- Experience with statistical software is 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.
