Administrative Assistant - Physician Assistant Program

Concordia University Wisconsin•Ann Arbor, MI

28d

About The Position

The Administrative Assistant shall serve as the receptionist, perform secretarial duties, provide administrative support in areas of purchasing, professional correspondence and assisting the PA Program Director and faculty in the collection of data related to student performance across the curriculum in the didactic year; coordinate student schedules, manage calendars including classroom scheduling, meeting schedules, and special events; and organize and maintain the departmental office.

Requirements

Professional telephone skills and etiquette
Excellent communication skills (verbal and written)
Excellent typing skills and organization skills
Computer and software application skills such as Microsoft Word, Microsoft Excel, Banner, Qualtrics, WebAdMIT, Concur Solutions
Knowledge of basic office equipment (e.g., copiers, fax machine, etc.)
Ability to follow and share information regarding university policy and procedure
Ability to maintain strict confidentiality
Proficiency in filing and general clerical functions
Self-motivated; conscientious; able to work both independently and as a member of a team; ability to handle multiple responsibilities concurrently
Work schedule flexibility
Supportive of the mission and values of Concordia University Wisconsin/Ann Arbor and the Lutheran Church Missouri Synod (LCMS)
High school diploma; two years office experience

Nice To Haves

Two-year degree.
Excel data collection experience

Responsibilities

Serve as the first contact with students, parents, and the public visiting the PA program, greeting and directing visitors in a friendly and professional manner
Perform general office responsibilities including answering and directing phone calls; providing office support (typing, filing, copying, etc.); opening and sorting mail; email correspondence; and managing room reservations as required
Coordinate projects, schedules, and meetings as requested
Prepare reports and grant materials as requested
Order and maintain office supplies and equipment
Maintain multiple Excel spreadsheets of data and be able to use filters to create charts for analysis of that data in order to generate reports
Maintain departmental budgets including annual budget reports for the Program Director
Coordinate student processes during admissions process by verifying that any requirements for matriculation have been met and contacting applicants with reminders and follow up
Maintain student files, organize course materials, communicate with students, and direct students to appropriate resources/departments when needed
Prepare adjunct/instructional faculty contracts and requisitions for Physician Assistant Program as directed
Administer surveys to students, graduates, and alumni at faculty request; monitor responses; and collate the data in Qualtrics or other survey collection tool
Coordinate adjunct faculty files and course materials and communicate with adjunct faculty as directed
Make travel arrangements for faculty members as directed
Provide computer and technical support to students and faculty as needed
Produce letters, reports, newsletters and various other original publications for courses and presentations
Coordinate communication with various offices within the University as well as outside constituents
Participate in the annual review of the PA program mission
Promote the mission of Concordia University to all faculty, staff, students and to the community at large
Promote effective working relationships among faculty, staff, students, alumni, professionals and the general public
Maintain records and files; maintain confidential files in locked cabinets and/or password protected digital files as required
Initiate action as necessary for the handling of work items and issues related to departmental faculty, staff, and students
Initiate and maintain student, clinical, alumni and professional contact databases
Maintain departmental calendars
Take minutes for department meetings and other committee meetings as assigned
Complete institutional and program accreditation reports and other reports necessary for the operation and advancement of the PA program and/or University
Assist admissions with the collection and documentation of admission application demographic data as requested
Coordinate admission visit days, student orientation, white coat ceremony, and graduation events
Maintain conscientious work ethic to include punctuality, professional dress and demeanor
Participate with program personnel in the End of Program review of all aspects of the program and provide suggestions for modifications to improve deficiencies related to the administration of the program.
Other duties as assigned

Benefits

Vacation, Sick and Holiday pay
Paid Parental Leave
Health, Dental and Vision Insurance
Personal Spending Account, Flexible Spending Account, and/or Health Savings Account
Disability and Survivor Plan
Retirement Pension Plan
Retirement 403(b) Savings Plan
Basic Life and Supplemental Life Insurance
Accidental Death and Dismemberment Coverage
Critical Illness and Accident Insurance
Tuition waiver benefits (available for employees and their qualified dependents)