Administrative Assistant-Physician Assistant Program

The Sullivan University System•Louisville, KY

16h

About The Position

Sullivan University is seeking a full-time Administrative Assistant for its Physician Assistant Program. The position provides administrative support and other essential assistance to the Office of Clinical and Experiential Education (OCEE), the Program Director, and program faculty. It also serves as a key link among the Director of Clinical Education, Clinical Site Recruiter/Coordinator, Practice Experience Coordinator (PEC), clinical sites, preceptors, and students. The schedule is Monday through Friday, 8 a.m. to 5 p.m. The role supports administrative, financial, instructional, and clinical-placement processes. It helps maintain clinical site and preceptor records, student compliance documentation, placement software data, and program reports. The position also provides reception and general office support, assists with program and college events, and may serve as an exam proctor as workload allows. The employee is expected to maintain professionalism, customer service, confidentiality, and accuracy. Duties may be revised temporarily or permanently, and cooperation is expected during heavier workloads.

Requirements

Minimum of an associate degree.
Two years of related experience; an equivalent combination of education and work experience may be considered.
Ability to work collaboratively with internal and external stakeholders.
Proficiency in Microsoft Office Suite or Office 365.
Ability to develop proficiency in job-related technology and software platforms.
Ability to use standard office equipment, including a copier, scanner, telephone, and fax.
Familiarity with shipping and mailing services such as UPS, FedEx, and USPS.
Strong organization and attention to detail, including the ability to create and maintain an accurate filing system.
Strong verbal and written communication and multitasking skills.
Ability to present a professional appearance and maintain composure in a stressful environment.
Ability to maintain confidential and sensitive information, including HIPAA- or FERPA-related information.
Flexibility with workstation and schedule.
Ability to maintain concentration and attention to detail for extended periods.
Ability to sit and stand for extended periods and walk as needed around assigned work areas.
Ability to hear and speak well enough to communicate in person and by telephone with students, alumni, faculty, staff, and community and agency representatives.
Ability to bend, lift items weighing up to 20 pounds, stoop, push, and pull as needed to use, troubleshoot, and maintain equipment and supplies.

Responsibilities

Process Physician Assistant Program purchase orders, invoices, preceptor payments, guest lecturer and facilitator payments, and expense reports in coordination with the Executive Assistant to the Dean.
Maintain faculty development funds and other faculty records with the Program Director and Executive Assistant to the Dean.
Assist with department meeting agendas and take and distribute meeting minutes.
Assist with setting up lecturers in classroom areas.
Help prepare instructional materials and implement assessments in both program years, including OSCEs and practical examinations.
Serve on college committees as appointed or elected.
Assist with processing paperwork requiring the Program Director's signature.
Communicate important events to students and internal and external stakeholders.
Support the Director of Clinical Education, Clinical Site Recruiter/Coordinator, and PEC in maintaining relationships with clinical sites and preceptors and arranging meetings and site visits.
Help ensure Supervised Clinical Practice Experience (SCPE) information is current and documented, including preceptor credentials and site information and requirements.
Generate and distribute preceptor participation documents, such as Category II CME evidence, as needed.
Process applicable program materials, including requirements for national certification, state licensure, and employer or institutional credentialing.
Assist with processing clinical-year site paperwork for students.
Maintain proficiency with CORE Elms clinical and experiential placement software.
Help create reports and monitor program requirements in CORE Elms, including field encounter logging, student hours, key measures, and preceptor evaluations.
Help assign students to Blueprint question-bank assessments for each SCPE.
Create and maintain spreadsheets, reports, and other clinical or experiential assessment documents according to established protocols.
Track, update, forward, and report student compliance documents, including immunizations, drug screens, malpractice insurance, ACLS, and BLS documentation.
Assist with clinical team events, including Career Fair, Drug Screening, and Orientation.
Help create, maintain, and update standard operating procedures.
Maintain customer service, professionalism, and confidentiality.
Provide receptionist coverage for walk-ins and phone calls in the assigned work area.
Serve as an exam proctor as workload allows.
Distribute correspondence and mail.
Support COPHS events and activities.
Monitor and maintain appropriate quantities of office supplies.
Perform other duties as assigned.

Benefits

90% tuition discount through the master's degree level for the employee after the first quarter from date of hire.
40% dependent tuition discount after the employee's first quarter, increasing to 90% after three years.
Medical, dental, vision, life, AD&D, long-term care, short-term care, auto, and home insurance.
401(k).
Competitive salary.
11 paid holidays.
Paid vacation and sick time.
Paid volunteer time.
Employee referral bonus.
Employee discounts at local restaurants and venues.
Comprehensive wellness program.
Internal mobility opportunities.
Professional training and development.
Individual coaching.
Family-oriented culture and a diverse, positive work environment.
Opportunity to support local charities through the Sullivan Cares Program.