Administrative Assistant CHP PA Program

Position Classification

FT Staff UDMPSSA

Position Summary

Provide administrative support to the Physician Assistant (PA) program and serve as the primary point of contact for program inquiries. Provide backup to other department staff as needed. 

Essential Duties and Responsibilities

Program Administrative Support

Provide administrative support to the Physician Assistant (PA) program (e.g. program leadership and faculty) and serve as primary point of contact for program inquiries. Including but not limited to:

• Serve as primary point of contact for inquiries; respond promptly to requests for information on the behalf of the PA program.
• Utilize and monitor a PA shared mailbox and listservs. Send electronic communication on behalf of the PA program and monitor incoming messages.
• Using standard office software, compose correspondence, reports, and spreadsheets, forms and other documents as directed by program chair.
• Ensure materials, reports and documents are accurate and complete (e.g. proofread and/or edit a variety of materials as directed by program chair.
• Prepare meeting materials, attend key meetings and provide administrative follow up.
• Coordination of PA departmental special events such as the annual long coat and short coat ceremonies and orientation, etc..(e.g., attain appropriate meeting spaces, contact vendors for food orders, materials, supplies, and audio-visual equipment, setup/cleanup…).
• Support PA student groups and their events.
• Special projects as directed by the PA program chair.

Program Admissions Support
• Prepare and print materials for each interview.
• Send acceptance packet and necessary forms to admitted students.
• Coordinates Online and In Person Orientation sessions for new students including arranging food, speakers and folders at scheduled intervals throughout the academic year.
• Send promotion/academic standing letters to all PA students at scheduled intervals throughout the academic year.
• Order ID badges for PA students and compile Class photo sheets.

Additional Duties as Assigned by Program Chair.

JOB REQUIREMENTS SECTION

Minimum Qualifications

• Education – A high school diploma or GED (HR Team Confirmed)
• Employment – Six months to two years (Equivalent combination of education and employment).

Knowledge, Skills, and Abilities

• Must have excellent organizational skills, be detail-oriented, and able to communicate with faculty, students and external contacts clearly and professionally.
• Understand and follow written and oral instructions.
• Ability to compose clear, concise and comprehensive analyses, correspondence, reports, and other written materials from brief instructions.
• Able to establish priorities and work effectively and independently with many demands on time.
• Critical thinking skills and sound judgement.
• Maintain highly confidential information.
• Experience using Microsoft Word and Excel/
• Experience taking professional meeting minutes.
• Establish and maintain effective working relationships with all those encountered in the course of work.

Physical Requirements

Job may require lifting light weight objects (1 to 10 pounds) with no repetitive bending or stooping. Occasionally lift average weight objects (1 to 10 pounds).

Work Environment

Regular exposure to favorable conditions such as those found in a normal office.

Salary/Pay Information

$22.6284 per hour union grade 9.

Anticipated Schedule

Monday – Friday, 8:3 0am – 5:00 pm