Office Manager of the Physician Assistant Program

METHODIST UNIVERSITY INC•Fayetteville, NC

About The Position

The Office Manager will play a critical role in the day-to-day operations and overall organization of the program, while ensuring efficient communication between departments, students, faculty (both full-time, part-time, and adjunct), and other university offices. Position requires 40 hours per week of weekday schedule with attendance at occasional evening and weekend events.

Requirements

Bachelor’s Degree from a regionally accredited institution is required
Must have knowledge of MS Office to include Word and Excel
Strong organizational, planning, and execution skills
Self-motivated with outstanding attention to detail
Knowledge and ability to organize and establish work priorities in all situations and to meet deadlines with minimum supervision
Ability to assist multiple people of varying levels of academic appointment

Nice To Haves

Experience in academic setting preferred
Experience with statistical software preferred

Responsibilities

Support for Department Personnel
Provides effective, comprehensive administrative services for the faculty, staff, and department leadership to ensure proper functioning of day-to-day operations of the Physician Assistant program.
Serves as the primary point of contact to support adjunct faculty members regarding onboarding, payroll issues, scheduling, document collection, textbook acquisition, and other administrative needs.
Supports Director of Admissions & Alumni Development for PA program in interacting with financial aid and registrar's office to monitor and maintain records of students' progress through the program, and provides additional assistance for tours, information sessions, orientation, and administrative needs.
Conducts new faculty and staff onboarding and systems training
Offers guidance, support, orientation, and cross-training to support staff and student employees as needed.
Organizational Systems and Reporting
Supports ARC-PA accreditation process through effective record keeping, data collection and formulation of accreditation reports at instructed.
Schedules, creates and distributes agendas, and takes minutes for weekly faculty meetings and annual department retreats.
Establishes and manages filing systems using judgement and knowledge of department and university requirements.
Assists in planning, prioritizing, delegating daily workflow, including hiring and training student workers.
Organize and file waivers signed by students and adjunct faculty
Support the Professional and Academic Standards committee to produce, submit, and file letters related to student performance and progression.
Purchasing and Procurement Management
Provides support to the faculty members of the program, processing expense requests, assisting with payment matters and assisting with navigating university processes
Process Honorarium paperwork to include: Professional Services Agreement, W-9, and Manual Timesheet
Assist Clinical Lab Instructors with application through Paycom link, collect and file CV and state license documentation, process timesheets and schedules for labs and assist as needed with orientation to program and university policies and procedures
Initiates purchasing requisitions through MyMU portal for travel, equipment, supplies, honorariums, contracts, and mileage reimbursements. Secures competitive quotes for equipment, supplies and other purchases through University-approved vendors. Places orders, coordinates delivery, and oversees appropriate forms of payment per University guidelines to include P-card, corporate card, virtual card, travel card, check and ACH
Process invoices for large ticket items such as EVMS, ARC-PA dues, PAEA dues, Rosh Review, Annual PANCE review course and other items as needed
Internal and External Communications
Answers telephones and directs calls to appropriate persons or takes detailed messages. Participates in digital platform meetings (e.g., Zoom, et al.) arranging and coordinating scheduled meetings, as needed
Assists with Department and Student Handbook review/update, as needed
Distributes internal announcements to faculty, staff and students relevant to campus activities, support and safety
Serves as a liaison to students, faculty, adjunct faculty, support staff, advisory board members, and other departments by explaining policies and procedures, answering questions, and handling special requests or routing concerns to appropriate staff or faculty members, as appropriate
Solicit and gather program news and announcements to be submitted to the Green and Gold University Newsletter, MU Today, and other publications, as requested
Assist didactic students with registration for classes each semester
Curriculum Support
Manages textbook adoptions for faculty and orders desk copies from publisher, as needed
Facilitate processing of affiliation agreements for Pre-Clinical Experience sites for didactic year
Schedule and credential first year students for Pre-Clinical Experiences
Coordinates the collection and submission of all course syllabi, and faculty/staff/adjunct CV’s for accreditation and university academic affairs reporting
Assists with proctoring exams and coordinating practical exams as needed in addition to coordinating catering, student technology reservations, and classroom assignment allocation
Establish and manage equipment, assessment tools, and supply inventory. Monitor and facilitate student lending/return of department materials
Manage supplies for Anatomy Lab to include keeping inventory, placing orders as needed, coordinate delivery, and oversee appropriate form of payment per University guidelines and coordinate interdepartmental transfer each year with DPT and OTD programs for shared expenses related to the Anatomy Lab
Compile exam schedule for each semester to be reviewed by faculty
Assist the Academic Coordinator in developing the class schedule for each semester
Compose a schedule for the Item Review Committee to review exams each semester prior to administration
General Department Management
Ensure that classrooms and lab spaces are clean, stocked, and secure. Create appropriate signage as needed
Manages scheduling and coordination of department calendar
Requests and monitors parking passes
Generates and confirms work orders
Serves on department committees, as requested
Create and update rosters for PA program students, Department Faculty, Adjunct Faculty and program staff
Performs other duties as assigned by the Program Director
Special Events
Assists in coordinating and executing departmental special events to include: New Student Orientation, Admission Interviews, White Coat Ceremony, Graduation, National PA Week, ARC-PA Site Visits, invited guest speakers and others as assigned