Administrative Assistant , Physician Assistant Program (Part-time)

POSITION SUMMARY

The Part-Time Administrative Assistant provides clerical and administrative support to the Physician Assistant Program and works directly with the Program’s Administrative Lead to ensure the efficient completion of daily administrative tasks.

This position will assist with filing, scheduling, meeting documentation, data entry, correspondence, and other routine administrative responsibilities that support faculty, staff, and students.

The ideal candidate is organized, dependable, detail-oriented, professional, and able to manage multiple tasks while maintaining confidentiality and accuracy.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Provide direct administrative and clerical support to the PA Program’s Administrative Lead.
• Maintain organized electronic and physical filing systems, including filing, scanning, copying, and document organization.
• Maintain student background checks, health clearances, immunization records, and other required clinical documentation, ensuring records are accurate, current, and properly organized.
• Take and maintain meeting minutes for program and departmental meetings and distribute minutes as appropriate.
• Assist with the preparation and submission of Master Schedule changes and related academic scheduling updates.
• Coordinate and complete PA student class scheduling each semester, including entering and verifying course information and assisting with registration-related tasks.
• Assist with gathering, entering, and maintaining information and data in program systems and spreadsheets.
• Prepare routine correspondence, emails, forms, reports, and other administrative documents as requested.
• Assist with maintaining accurate student, faculty, and program records.
• Support faculty, staff, and students with routine administrative requests and questions.
• Assist with maintaining office supplies and general organization of the PA Program office.
• Collate, distribute, scan, and organize documents and mail as needed.
• Assist with maintaining classroom and office materials and ensuring administrative needs are addressed.
• Assist with basic administrative tasks related to program events, meetings, and initiatives.
• Utilize university and program technology and systems, including Microsoft/Google applications, Excel, and other systems used by the PA Program.
• Maintain confidentiality of student, faculty, and program information.
• Complete other administrative duties as assigned.

REQUIRED QUALIFICATIONS

• High School Diploma or equivalent.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Proficiency with computers, Microsoft Office and/or Google Workspace.
• Ability to accurately enter, organize, and maintain information.
• Ability to work independently while also collaborating effectively with faculty and staff.
• Strong attention to detail and ability to prioritize multiple tasks.
• Professional demeanor and ability to maintain confidentiality.

PREFERRED QUALIFICATIONS

• Prior administrative or clerical experience.
• Experience in higher education or an academic setting.
• Experience with scheduling, data entry, spreadsheets, or student information systems.

ESSENTIAL FUNCTIONS

The successful candidate will demonstrate dependability, professionalism, strong interpersonal skills, attention to detail, and the ability to work with frequent interruptions while maintaining accuracy and confidentiality. The position requires the ability to work independently and effectively support the day-to-day operations of the Physician Assistant Program.

These qualities are consistent with the existing PA Program description's emphasis on organization, communication, workflow management, confidentiality, and support of faculty, staff, and students.

SCHEDULE: 20 hours per week, 52 weeks per year