Administrative Specialist and Clinic Coordinator (PA Program)

Job Description

Job Description

Position Summary:

Provides administrative support to the Masters in Physician Assistant (PA) Studies Program and serves as a liaison between the program and clinical sites.

Major Duties & Responsibilities:

• Recruit and maintain clinical sites for the PA program
• Conduct clinical site visits for the PA program
• Be the point of contact for clinical sites & preceptors and outside vendors for the PA program
• Ensure PA students’ onboarding requirements are met prior to clinical year
  • HIPAA Training
  • Immunizations/TB Screening/FIT testing
  • Active BLS and ACLS certifications
  • Criminal background check
• Scheduling PA students in clinical rotations
• Ensuring PA students complete patient-encounter logging
• Ensure PA students complete skills passport
• Collecting and maintaining preceptor evaluations of students
  • Flagging students who fall below benchmarks to alert the Program Director
• Administering, collecting, maintaining student evaluations of preceptors and sites
  • Flagging preceptors and sites who fall below benchmark to alert the Program Director
• Compile and maintain spreadsheets of PA program students’ clinical rotation grades, end-of-rotation exam scores and other data as required
• Administer and proctor end-of-rotation exams for the PA program
• Work with the Program Director to organize and maintain accreditation-related documents, reports, and records
• Assist Program Director coordinate meetings, site visits, and other events related to accreditation.
• Assist Program Director and PA faculty with the preparation of reports (self-studies, annual reports) and other documentation required for program accreditation submissions (i.e., ARC-PA, NYSED).
• Serve as a liaison between the Program Director and Academic Affairs to ensure the maintenance and updating of databases and spreadsheets related to accreditation data.
• Answer the PA program main phone line, responds to callers, direct callers to appropriate departments/personnel
• Assist the Program Director in scheduling meetings and maintaining calendars
• Coordinate and plan PA program events
• Assist with maintaining and updating the PA Student Handbook
• Provide general office support for both full-time and part-time PA faculty
  • Serves as a liaison between students and faculty to help to direct inquiries and arrange meetings.
  • Assist with Canvas LMS Course setup.
  • Coordinate Student Evaluations and collate the results of course and instructor evaluations for faculty.
  • Assist with the submission of course grades.
• Order and maintain office supplies for PA program faculty.
• Track program expenses, create purchase orders, process invoices and check requests.
• Creates Helpdesk and Facilities tickets for PA program faculty.
• Provide scheduling and logistical support for PA program meetings and events.
• Take minutes for PA program meetings.
• Perform other related duties as assigned within the parameters of the job description.

Knowledge, Skills and Abilities:

• Demonstrate the ability to both work independently with little direction and work confidentially with discretion.
• Dedication to the mission of the Department and the College.
• Attention to detail.
• Demonstrates excellent organizational skills.
• Demonstrates excellent oral and written communication skills.
• Demonstrates a positive attitude and work ethic.
• Interacts professionally and effectively with members of the PA program, Department of Allied Health Sciences, as well as members of the College community.
• Demonstrates efficiency by observing schedules and meeting assignment deadlines.
• Able and willing to proactively identify and pursue relevant learning and professional development opportunities, and apply new knowledge, insights, and skills to enhance work results.
• Proficiency in Microsoft Office (including Word, Excel, Outlook, and Access), Adobe and Internet searches. Proficiency in Canvas.
• Working knowledge of modern office practices, procedures, and equipment.

Education and Experience:

• Bachelor’s degree and three years of related work experience or equivalent combination of education and experience.
• Experience providing administrative support in higher education and/or healthcare settings is preferred.
• Extensive knowledge of office practices and procedures.