Clinical Administrative Assistant, School of Physician Assistant Studies

Pepperdine University•Calabasas, CA

3d•$22 - $26

About The Position

The Clinical Education Administrative Assistant for the School of Physician Assistant (PA) Studies will provide administrative support to the clinical education team while also providing general administrative support to the School of PA Studies. In supporting the delivery of the developing Master of Science in Physician Assistant Studies (MSPAS) program, the position advances the University’s mission and strategic plan by contributing to the development of skilled healthcare professionals who seek to lead while serving our communities and the world. Duties Responsible for overseeing the clinical education components within the MSPAS clinical management system, requiring interaction with both internal and external stakeholders, assistants, and consultants, to coordinate a variety of meetings. Maintain recurring administrative calendars and coordinate timing of action items for time-sensitive projects. Coordinate travel arrangements, lunches, meetings, and events on behalf of the clinical team. Conduct a wide range of administrative tasks related to the clinical education component of the MSPAS program: Organize and maintain files; Process vendor payments, credit card billing, and reconciliations; Maintain and ensure the confidential and accurate storing and handling of contracts, clinical documentation, student documentation, and support scheduling and proctoring of student evaluations; Formulate and maintain spreadsheets and databases; Draft memoranda, reports, and take meeting minutes; Prepare for meetings, including catering and meal requests. Manage office communications with students and internal/external constituents: e-mail, telephone calls, and incoming and outgoing correspondence, applying technological support solutions to improve efficiencies. Plan and monitor special projects for the clinical team, aid with preceptor recruitment, proactively researching and determining available resource requirements; utilizing appropriate technologies/methodologies to help administratively support project completion. Responsible for researching, developing, reviewing, and editing presentations, preparing documents, writing and editing reports, benchmarking, and researching data for presentations, conferences, seminars, and reports. Work collaboratively with placement staff in other College of Health Science programs to ensure that placement information is communicated across all programs. Support the broader administrative functions of the College of Health Science, including providing administrative support to college staff and personnel. Perform other duties as assigned. Uphold University mission through work performed. The above information has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

Requirements

Bachelor's degree.
Strong interpersonal communication skills
Strong administrative support skills
Strong computer skills
Ability to organize, prioritize, and perform work while under pressure
Ability to proactively address issues and take initiative and ownership of projects
Ability to maintain confidentiality of highly sensitive matters
Ability to work effectively with University administrators, Regents, faculty, staff, students, vendors, attorneys, and government officials.
Proficiency with Google Workspace (Gmail, Docs, Sheets, Slides) and Microsoft Office (Word, Excel, PowerPoint)
High level of digital/technical proficiency

Nice To Haves

Two or more years of experience in an office setting and/or administrative position.
Familiarity with Pepperdine University and its Christian mission.

Responsibilities

Overseeing the clinical education components within the MSPAS clinical management system, requiring interaction with both internal and external stakeholders, assistants, and consultants, to coordinate a variety of meetings.
Maintain recurring administrative calendars and coordinate timing of action items for time-sensitive projects.
Coordinate travel arrangements, lunches, meetings, and events on behalf of the clinical team.
Organize and maintain files
Process vendor payments, credit card billing, and reconciliations
Maintain and ensure the confidential and accurate storing and handling of contracts, clinical documentation, student documentation, and support scheduling and proctoring of student evaluations
Formulate and maintain spreadsheets and databases
Draft memoranda, reports, and take meeting minutes
Prepare for meetings, including catering and meal requests.
Manage office communications with students and internal/external constituents: e-mail, telephone calls, and incoming and outgoing correspondence, applying technological support solutions to improve efficiencies.
Plan and monitor special projects for the clinical team, aid with preceptor recruitment, proactively researching and determining available resource requirements; utilizing appropriate technologies/methodologies to help administratively support project completion.
Responsible for researching, developing, reviewing, and editing presentations, preparing documents, writing and editing reports, benchmarking, and researching data for presentations, conferences, seminars, and reports.
Work collaboratively with placement staff in other College of Health Science programs to ensure that placement information is communicated across all programs.
Support the broader administrative functions of the College of Health Science, including providing administrative support to college staff and personnel.
Perform other duties as assigned.
Uphold University mission through work performed.