Job Abstract

SUMMARY:

The Administrative Assistant is responsible for overall administrative support for the program and faculty as well as office and project management assistance throughout the didactic and clinical phases of the Graduate Physician Assistant Program and reports to the Program Director.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Provide administrative support for the program director, medical director, faculty, and staff.
• Budgetary assistance includes but is not limited to the purchase of supplies, financial payments and reimbursement, and reconciliation.
• Maintains program accounts, monitors expenditures, and ensures compliance with budgets.
• Ensures expenditures are in accordance with the allocation of funds awarded and adhere to university policies and procedures.
• Provides general assistance for the Graduate Physician Assistant Program procuring and maintaining office equipment.
• Provides support to Graduate Physician Assistant Program staff, faculty, and students with program-specific software.
• Acts as the program liaison to University constituents, students, preceptors, and applicants.
• Maintains program social networking sites and affiliations.
• Creates and maintains faculty, student, committee, and departmental meeting minutes and records.
• Assists in the preparation, organization, and maintenance of all documents needed for ARC-PA accreditation pertaining to the Graduate Physician Assistant Program at the request of the Program Director and/or Dean of Accreditation.
• Assists in ensuring the ARC-PA Standards are met and maintained.
• Follow up on decisions or directives of the Program Director to ensure implementation and/or completion.
• Advocates for the program and the Physician Assistant profession within the university setting and community as appropriate
• Participates in program-related faculty/staff search committees
• Participates in regular faculty meetings, retreats, program and University committees, and professional organizations
• Engage and assist in scholarly activities, community service, and program-related grant or research projects as appropriate
• Prepares correspondence and maintains essential records and files. Prepares and distributes needed meeting agendas. Transcribes and distributes minutes from meetings with committee members or attendees.
• Maintains school documents and policies, facilitating their updating, safe-keeping, and confidentiality.
• Maintains confidential student, faculty, and staff personal information.
• Maintains a schedule of appointments and the daily engagement calendar of the Program Director and Assistant Program Director.
• Provides administrative support to the Program Director and PA faculty regarding travel arrangements, reimbursements, licensing, and continuing medical education requirements.
• Regularly coordinates meetings and events, including room reservations with 25live, and issuing informative invitations for meetings.
• Assists in maintaining facilities, equipment, and educational resources, by sustaining warranties, scheduling maintenance, ordering replacement items, and corresponding with vendors.
• Prioritize work, solve problems, and organize time with minimal supervision.
• Understands and adheres to university policies and compliance standards.
• Screens phone calls and provides information in accordance with organizational policy.
• Keeps abreast of all federal, state, and Rowan University regulations, laws, and policies as they presently exist and as they change or are modified.
• Perform other duties, responsibilities, or special projects as needed for the Graduate Physician Assistant Program.

QUALIFICATIONS:

• Must have strong interpersonal skills including good oral and written communication abilities
• Must have strong background in business administration, working with budgets and procurement.
• Must be proficient in computer applications (Microsoft Office, Google Suite, etc.) and educational software (Learning Management Systems, i.e. Canvas; Webex, etc.) as required by the department.
• Familiarity with medical education and accreditation is preferred.

EDUCATION/EXPERIENCE:

• Associate's degree required, Bachelor’s preferred.
• Must have a minimum of two years’ experience in an administrative support capacity
• Previous higher education and project management experience preferred

NOTES:

• Only completed, online applications submitted on or before the deadline will be considered.
• Candidates must be legally authorized to work in the US, and the university will not sponsor an applicant for a work visa for this position.