Description
Summary
The Administrative Coordinator provides administrative support to the Program Director, faculty, and staff of the PA Program. The position reports to the Program Director of the Physician Assistant Program.
Program Director Support and Accreditation Tracking:
Coordinate and schedule meetings for the Program Director as requested.
Assist Program Director in administration of student, faculty and staff surveys, utilizing Qualtrics, communications, and other activities in support of the Program.
Assist Program Director in creation and maintenance of Ongoing Admin Canvas Course for both cohorts.
Coordinate Professional Development sessions throughout the year, email lecturers and maintain calendar.
Distribute quarterly course and instructor evaluations to faculty and Chair(s) of the Education Committee. Track didactic course and instructor evaluations for accreditation purposes.
Input admissions data annually to program master spreadsheet.
Input grades and update student GPAs to program master spreadsheet after each quarter and after each clinical rotation.
Program Support and Responsibilities
Act as administrator for Aquifer for didactic and clinical year.
Prepare MWU expense reports in Concur.
Prepare and submit check requests and purchase requisitions.
Process adjunct faculty contracts and letters of agreement, arrange for security clearance for adjunct faculty.
Process payroll timesheets for adjunct faculty.
Liaison for ACLS/BLS coordination with the simulation center and students.
Complete program verification forms as able.
Take meeting minutes for all department meetings, Education Committee meetings, and Program Retreats. Send out to faculty prior to department meetings for suggested changes and distribute to faculty for approval at the meeting.
Greet and assist visitors when they enter the department and serve as the point of contact for general inquiries made via email and telephone.
Provide administrative support for faculty including:
Scheduling room reservations for PA courses and for PA Program meetings to include sending out invites.
Assisting with exams as requested by faculty and sending them to the Testing Center.
Tracking grades and informing faculty of exam grades.
Posting of course grades to the Registrar's office
Collecting and compiling quarterly faculty workload information for the Dean's office.
Provide administrative support for graduating classes and alumni including:
Tracking graduation dates, ordering Certificates of Completion, communicating with students, and acting as a liaison with the Registrar, tracking photographic studio appointments, and ordering composites.
Coordinating banquets: gathering materials, ordering programs and awards, sending out invitations and tracking RSVPs.
Track requests for graduates' credentials and licensing
Complete and submit alumni credentialing and licensing forms.
Annually upload class roster to NCCPA website.
Quarterly creation and management of the program block schedule. Communication with PA and basic science faculty in updating and maintaining the schedule, including keeping the PA Program calendar updated to reflect the block schedule.
Assist in conversion to new program management system, Exxat. Uploading and maintenance of documents.
Aid in retention, storage and deletion of student files per University guidelines
Provide cross-coverage of clinical year items including but not limited to triaging clinical year email inbox, as necessary
Other duties may be assigned as needs arise.
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This individual must have the ability to work in a constant state of alertness and safe manner and must have regular, predictable, in-person attendance.
Other Qualifications
The individual must be professional in interacting with internal and external contacts and highly organized and meticulous. The individual must possess good oral and written communication skills, as well as the ability to work well under pressure and manage multiple priorities and deadlines. The individual must be a self-starter, take initiative and able to maintain the confidentiality of student, faculty, and clinical preceptor information.
Education and/or Experience
High School or GED required and a minimum of 5-7 years relevant work experience required preferably in an academic environment supporting faculty, students and other staff. Experience working in a team and customer service-oriented environment. Bachelor's degree preferred. Excellent written and verbal communication skills.
Computer Skills
Must possess excellent computer skills in Microsoft Office (Word, Excel, Outlook, Power Point). Experience with Canvas desired.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
While performing the duties of this Job, the employee is required to stand, walk, use hands to handle or feel and reach with hands and arms. The employee is regularly required to sit, talk, and listen. The employee must occasionally lift and /or move up to 10 pounds.
Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually moderate.
Midwestern University is a private, not-for-profit organization that provides graduate and post-graduate education in the health sciences. The University has two campuses, one in Downers Grove, Illinois and the other in Glendale, Arizona. More than 6,000 full-time students are enrolled in graduate programs in osteopathic medicine, dentistry, pharmacy, physician assistant studies, physical therapy, occupational therapy, nurse anesthesia, cardiovascular perfusion, podiatry, optometry, clinical psychology, speech language pathology, biomedical sciences and veterinary medicine. Over 500 full-time faculty members and 400 staff members are dedicated to the education and development of our students in an environment that encourages learning, respect for all members of the health care team, service, interdisciplinary scholarly activity, and personal growth.
We offer a comprehensive benefits package that includes medical, dental, and vision insurance plans as well as life insurance, short/long term disability and pet insurance. We offer flexible spending accounts including healthcare reimbursement and child/dependent care account. We offer a work life balance with competitive time off package including paid holiday's, sick/flex days, personal days and vacation days. We offer a 403(b) retirement plan, tuition reimbursement, child care subsidy reimbursement program, identity theft protection and an employee assistance program. Wellness is important to us and we offer a wellness facility on-site with a fully equipped fitness facility.
Midwestern University is an Equal Opportunity/Affirmative Action employer that does not discriminate against an employee or applicant based upon race; color; religion; creed; national origin or ancestry; ethnicity; sex (including pregnancy); gender (including gender expressions, gender identity; and sexual orientation); marital status; age; disability; citizenship; past, current, or prospective service in the uniformed services; genetic information; or any other protected class, in accord with all federal, state and local laws and regulation. Midwestern University complies with the Smoke-Free Arizona Act (A.R.S. 36-601.01) and the Smoke Free Illinois Act (410 ILCS 82/). Midwestern University complies with the Illinois Equal Pay Act of 2003 and Arizona Equal Pay Acts.
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights (https://www.eeoc.gov/poster) notice from the Department of Labor.
