Administrative Assistant 2, Physician Assistant Studies (1983)

Idaho State University

23h•$19•Onsite

About The Position

To perform complex secretarial, office administration, and public relations assignments; perform related work. To serve as a key administrative and operational support member of the Physician Assistant Studies Program by staffing the Pocatello main office and providing comprehensive support to students, faculty, and program leadership. This position ensures efficient office operations, coordinates events, maintains records, supports communication and compliance efforts, and assists with alumni engagement. Additionally, the role functions as an integral support to the Clinical Year Team, providing focused administrative and logistical support to ensure clinical year students, preceptors, and faculty meet program needs and ARC-PA standards. This position is not eligible for new visa sponsorship at this time. Candidates who already hold valid U.S. work authorization may be considered.

Requirements

Good knowledge of office support functions including word processing, filing, composing a variety of business documents and reception.
Good knowledge of researching, compiling, and summarizing data for reports.
Experience interpreting, applying and explaining complex information such as regulations, policies or services.
Experience independently solving problems/performing liaison activities in a work setting.
Experience coordinating activities requiring complex arrangements.

Nice To Haves

Some knowledge of financial record keeping.
Some knowledge of supervisory practices.
Good knowledge of legal terminology.
Good knowledge of investigative procedures.
Experience in Public Relations.
Experience using dictation/transcription equipment & taking minutes.

Responsibilities

Support the Clinical Year Team and clinical rotation management
Provide logistical support for key program events and awards, including orientation, Summative Week, Graduation Celebration, and Preceptor of the Year.
Provide administrative support to the Clinical Year team for ongoing rotation communications to students and preceptors.
Assemble and distribute preceptor packets, hour certificates, and recognition materials.
Compile and format student bio sketches and CVs for the incoming clinical cohort.
Collect and file comprehensive preceptor records alongside the Data Coordinator and Director of Compliance, ensuring CVs, board certifications, vetting documentation, state licensure, and university affiliate faculty status are on record.
Serve as the primary point of contact for the Pocatello office; answer phones, respond to inquiries, monitor voicemail, and greet guests.
Purchase and track the inventory of office supplies for the Pocatello campus.
Oversee the order, cleanliness, and functionality of program common spaces.
Process and distribute mail for faculty, staff, and students.
Maintain updated contact directories for faculty, staff, and students within the program, university, and affiliated organizations.
Prepare and organize print materials, directories, and office signage, including name badges, locker assignments, and physical skills pass-off schedules.
Coordinate logistics and schedule meetings for internal events and activities.
Provide administrative support for program events, including scheduling, catering, reservations, materials preparation, meeting minutes, and follow-up.
Participate as a member of the Strategic Action Plan team.
Serve as a departmental P-card holder for office purchasing; reconcile purchases and submit documentation per university policy.
Maintain digital and physical records for students and personnel in compliance with ARC-PA and ISU file retention policies.
Assist with archiving and file management in accordance with university protocols.
Provide administrative support to internal committees, including the Performance Evaluation Committee, PA Program Advisory Committee, and PAS Advisory Board.
Provide basic admissions information and phone advising for prospective students.
Support admission operations by coordinating interview day hospitality, preparing interview materials, and scheduling interviews in collaboration with the Admissions Coordinator.
Update and maintain the program's alumni database.
Process credentialing paperwork and education verification forms, tracking their completion status.
Support program recruitment, marketing, and communications functions.
Assist the Program Director and Associate Director(s) with internal communications, university activities, and calendar scheduling.
Coordinate logistics for faculty meetings, retreats, and special events.
Provide administrative and clerical support for accreditation documentation and compliance tracking.
Maintain a consistent schedule aligned with university operations.
Perform other reasonable administrative duties as assigned.