Administrative Coordinator- IL-Physician Assistant Program, College of Health Sciences

Midwestern University•Downers Grove, IL

13h•Onsite

About The Position

The Administrative Coordinator provides professional, efficient, and high-quality administrative support to the Physician Assistant (PA) Program. This role is also responsible for the coordination and organization of the PA Program’s Clinical Skills Laboratory. The Administrative Coordinator works closely with program leadership, faculty, students, and external partners and reports directly to the Program Director.

Requirements

High school diploma or GED with 5–7 years of administrative support experience required.
Excellent written and verbal communication skills.
Strong organizational skills with exceptional attention to detail.
Ability to manage multiple priorities and deadlines in a fast-paced environment.
Ability to work independently while also collaborating effectively in a team-oriented and service-focused environment.
Proficiency in Microsoft Office applications, including Word, Excel, and Outlook.
Ability to create spreadsheets and tables and accurately enter and maintain data across software platforms.
Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form.
Ability to deal with problems involving several concrete variables in standardized situations.
Ability to add, subtract, multiply, and divide all units of measure using whole numbers, common fractions, and decimals.
Ability to compute rate, ratio, and percent and to interpret bar graphs.
While performing the duties of this Job, the employee is occasionally required to stand, walk, use hands to handle or feel, and reach with hands and arms.
The employee is regularly required to sit, talk, and hear.
The employee must frequently lift and /or move up to 10 pounds, occasionally lift and/or move up to 40 pounds.

Nice To Haves

A bachelor’s degree or equivalent experience is strongly preferred.
Experience in an academic, healthcare, or customer service-oriented environment is desirable.

Responsibilities

Serve as the primary point of contact for students by greeting and assisting them in the program office.
Answer, screen, and respond to program phone calls and general inquiries.
Order, organize, and maintain program office supplies.
Coordinate and assist with contracts for adjunct faculty in collaboration with program faculty.
Schedule and coordinate adjunct faculty lectures conducted on campus.
Coordinate all visitor requests related to the PA Program.
Organize and support educational and admissions committee meetings.
Coordinate the PA Program admissions interview process.
Maintain accurate and confidential student and preceptor records and files.
Assist in updating the Clinical Handbook on an annual basis.
Maintain and update accreditation-related tables and documentation.
Maintain and organize clinical rotation paperwork and related documentation.
Assist with coordination of program events including orientation, completion ceremony, white coat ceremony, and graduation.
Assist with accreditation-related projects, including uploading syllabi and documentation to accreditation portals.
Support processing of adjunct faculty preceptor payments and program-related invoices.
Assist in student subsidized housing arrangements.
Conduct monthly verification of preceptor licensure and board certification status.
Responsible for the overall coordination, operation, and continuous improvement of the clinical skills laboratory.
Assist with daily operations of the space, including schedules, labs, classes, and assessments, and ensure the lab is well maintained.
Ensure compliance and coordinate with Campus Facilities and others to ensure the space is properly maintained.
Conduct and maintain inventory for the PA Program Clinical Skills Laboratory.
Collaborate with faculty to identify laboratory supplies and equipment needs for teaching, clinical skills practice, testing, and simulation activities.
Coordinate the ordering, receiving, storage, and distribution of clinical supplies utilized in skills labs, testing, and simulations.
Maintain accurate inventory of consumable supplies, equipment, and instructional materials; perform routine and end-of-term inventories.
Monitor supply usage trends to ensure appropriate stock levels aligned with program enrollment and course scheduling.
Assist in developing the lab budget.
Ensure proper storage, calibration, and oversee the lifecycle of equipment and supplies, and maintain the overall orderliness of the lab.
Other duties as assigned.

Benefits

medical, dental, and vision insurance plans
life insurance
short/long-term disability
pet insurance
flexible spending accounts, including healthcare reimbursement and child/dependent care account
competitive time off package including paid holidays, sick/flex days, personal days, and vacation days
403(b) retirement plan
tuition reimbursement
child care subsidy reimbursement program
identity theft protection
employee assistance program
wellness facility on-site with a fully equipped fitness facility