Admissions Coordinator & PA Dept. Operations Specialist

Drury University•Springfield, MO

40d•Onsite

About The Position

The Administrative Assistant provides comprehensive administrative and operational support to the Chair and Program Director of the Department of Physician Assistant Medicine (DUPA). This position plays a critical role in managing day-to-day functions, coordinating academic and administrative processes, and supporting program initiatives that enhance the success and visibility of the PA program. The role requires professionalism, sound judgement, initiative, and discretion in interactions with faculty, students, university administrators, and external partners.

Requirements

Demonstrated proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with Jenzabar or similar academic data systems.
Strong organizational and project management skills with the ability to manage multiple priorities and deadlines.
Exceptional written and verbal communication skills, with the ability to draft professional correspondence, reports, and documentation.
Proven attention to detail and accuracy in handling sensitive data, financial transactions, and official records.
Ability to build rapport and work collaboratively with diverse faculty, staff, students, and external partners.
Commitment to maintaining confidentiality in all matters concerning faculty, students, and institutional business.
Flexibility and adaptability to meet evolving program needs.
Understanding of university organizational structures, policies, and procedures, and the ability to apply them effectively.
Maintains a high level of professionalism, confidentiality, and customer service in all interactions.
Represents the department and university in a manner consistent with institutional values and mission.
Remains current in administrative best practices through self-directed professional development, networking, and participation in relevant trainings and workshops.
Provides general guidance and task oversight for student workers and temporary staff assisting in program operations.
Performs other essential duties as assigned by the Chair or Program Director to ensure the overall success and advancement of the program.

Nice To Haves

Preferred one to two years of progressively responsible administrative experience, preferably in higher education or a comparable professional setting.
Equivalent combination of relevant education, training, and experience that demonstrate the ability to perform the essential functions of the position will be considered.

Responsibilities

Provides direct administrative and operational support to the Chair and Program Director in all major academic and administrative functions.
Coordinates communications, schedules, reports, and documentation to ensure efficient daily operations of the program office.
Prepares correspondence, agendas, meeting minutes, and summary reports for internal and external audiences.
Assists Program Director in managing faculty and staff processes such as recruitment, onboarding, annual evaluations, promotion and tenure, sabbatical requests, and faculty governance (committee elections, awards, and meeting coordination).
Supports departmental budgeting and reconciliation, including purchasing, P-card tracking, travel reimbursements, and professional development funds.
Assists with program-level event planning, including Advisory Board meetings, White Coat and Commencement ceremonies, faculty retreats, and accreditation visits.
Liaises with campus security regarding key and parking permit requests for faculty, staff, and program guests.
Provide administrative assistance to the Director of Admissions for the recruitment of candidates into the Drury Physician Assistant Program (DUPAP).
Organize applications that are submitted within the Centralized Application Service for Physician Assistants (CASPA) database. Review applications to determine if requirements have been met.
Maintain communication with prospective candidates and applicants through answering emails and phone call, confirming information, or provide updates.
Schedule and organize interview days. Coordinate candidates and interviewers.
Worth with CASPA to update admission requirements, deadlines, and updating information for each annual application cycle.
Support ARC-PA credentialing compliance for the admissions process as well as for any published information (website or other).
Attend admission committee meetings and record meeting minutes.