Program Assistant for the Department of Physician Assistant Studies - Elon

Elon University • Elon, NC

5d • Onsite

About The Position

The Program Assistant for the Department of PA Studies provides support to faculty/staff and students in the department and is responsible for day-to-day operations of the Department of Physician Assistant Studies Elon.

Requirements

• Associate degree (A.A.) or equivalent from two-year college or technical school; or six months to one-year related experience and/or training; or equivalent combination or education and experience required.
• Proficiency with Microsoft Outlook, Word, and experience with Excel
• Strong interpersonal skills
• Strong verbal and written communication skills
• Time management
• Self-direction
• 2 years of administrative support experience

Nice To Haves

• Bachelor’s degree preferred

Responsibilities

• Utilizing exceptional organizational, interpersonal, and customer service skills via phone, email, and individual contact. This includes communicating with prospective students, current students, faculty, adjunct faculty, guest lecturers, alumni, and other community partners as needed. Professional communications should include: Directing concerns (if they arise) to the correct party such as the program director, registrar, financial aid, etc. Following FERPA guidelines Verifying mailing addresses, mailing packages and certified letters, etc. to students and/or prospective students as needed Providing timely and constructive feedback to the program director, faculty, and staff to better the program and/or each other Keeping adequate records of program meetings (first and third Thursdays of the month, program retreats, and additional meetings per request of program chair or faculty) with timely completion of meeting minutes, including distribution to the faculty for review when complete Communicating with PAEA regarding changes in the program roster Avoidance of speakerphone for personal and/or confidential conversations Other duties as assigned. Please ask for clarification, or share concerns when assigned
• Daily operations of the DPAS office and physical spaces, including: Being present when our students are in the building (as much as possible), especially during the 12-1:00 hour when students are free and have concerns Placing physical plant work requests and work order billing Providing assistance to the DPAS Department Chair, full-time and adjunct faculty, staff, students, and guest lecturers Submitting fix-it for concerns noted throughout the building (by yourself) and empowering others to complete fix-it request for things they have noted Submitting IT requests for the set up and maintenance of faculty devices in the office suite; empowering others to submit their own IT requests for things they need assistance within the classroom or otherwise Communicating the academic calendar with the registrar, including the timing for evaluations, grade entry, and transcripts at the end of each module Assisting with course building in Colleague and room scheduling for instruction
• Budget tracking and management, including: Ensuring all expenditures are allocated to the correct accounts Keeping a record of course-level expenditures Soliciting course budgets from faculty in advance of each module to assess for needed contracts or payments Securing contracts for adjunct instructors and payments for guests Keeping records of each faculty’s CME budget and spending for the fiscal year Securing group memberships and purchases for CME as indicated Providing reports on the budget to assess on a regular basis Mid-year: due the first week of November: June 1-Oct 31 (purpose: examine potential pitfalls coming into Spring) Late year: due the first week of April: Nov 1-March 31 (purpose: examine potential department end of year funds) End-of-year: due in mid-July: June 1-May 31 (purpose: examine the full year for variance in expenditures per course, per student needs vs. faculty needs, per clinical vs. pre-clinical education, etc.) Placing and following up on purchase orders (from the university) and following up on large purchases placed through the simulation center for example: Spring: Annual purchases for labs, Exxat annual fees Fall: PAEA Exam boxes, Rosh Review, ARC-PA, the annual PANCE review, EVMS
• Operationalizing department events to include the annual program orientation, White Coat Ceremony, Graduation Brunch/Luncheon, and program retreats. Additionally, assisting with receptions and other events in the School of Health Sciences. This may include: securing spaces needed ensuring fix-it or other requests are made vetting the program picking up the programs when printed ensuring the space is prepared adequately communicating with students re: purchases of white coats and/or name spelling/pronunciation communicating with catering or securing catering for the activity, etc. securing and preparing white coats for distribution
• Onboarding learners into the new cohort. When provided information from graduate admissions, ensure the list serve for the cohort is operational and communicate through the list serve: meetings with the current cohort (organized with EPASS leadership) meetings with the program director/clinical team ensuring links for onboarding trainings are up to date and available in a student-centered manner the onboarding website link
• Perform related duties as assigned, within your scope of practice

Benefits

• 28 annual days off, including holidays and vacation.
• Immediate tuition remission for undergraduate courses
• Tuition remission for approved graduate-level courses after 12 months of employment.
• Retirement plan with an 8 percent contribution from the university.
• Immediate eligibility for health, dental and vision insurance, along with free acute care and lab services at our onsite Health & Wellness Clinic.
• Free use of campus fitness facilities.
• Free admission to musical and theater performances, guest speakers, religious and ethnic observances, recitals, art exhibitions, entertainment and our Division I Phoenix athletics.
• Eligibility for tuition remission at Elon for spouses, qualifying domestic partners and dependents begins at two years of service. After two years of employment, eligibility begins for participation in the Tuition Exchange, a national scholarship exchange program that enables dependents to enroll in nationally recognized partner colleges and universities.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree