Administrative Assistant - Department of Physician Assistant Studies

Quinnipiac University • Hamden, CT • 16h ago

Overview: Quinnipiac University invites applications for the position of Administrative Assistant. The Department of Physician Assistant Studies seeks a highly organized, detail-driven Administrative Professional to serve as the department's primary receptionist and operational support lead. This role is central to ensuring smooth daily operations, providing exceptional front-line service, and maintaining accurate academic, clinical, and financial records. A proactive, resourceful individual who thrives in a fast-paced academic environment will be well-suited for this role.

About Quinnipiac: Quinnipiac University is a private, coeducational institution located 90 minutes north of New York City and two hours from Boston. The university currently has an enrollment of 9,700 students in more than 100 degree programs through its Schools of Business, Communications, Education, Computing & Engineering, Health Sciences, Law, Medicine, Nursing and the College of Arts & Sciences. Our 21 Division I teams have achieved remarkable success, boasting multiple conference titles. This includes a 2023 NCAA National Championship win in ice hockey, a three-time defending national champion women's rugby team, and a trip to the Sweet 16 for our women's basketball team. The Quinnipiac University Poll is nationally recognized as a leader in public opinion research, and the university is consistently recognized by U.S. News & World Report and Princeton Review. The Wall Street Journal ranked Quinnipiac #51 among the best colleges in the nation, and second in Connecticut, for our exceptional graduation rate, salary impact, learning facilities, career preparation and learning opportunities. The university is in the midst of program expansion and renewal for both traditional and adult learners, the development of innovative strategic partnerships, and just opened a South Quad with three new buildings. For more information, please visit qu.edu. Connect with Quinnipiac on Facebook, Instagram, YouTube, TikTok and X.

Responsibilities:

Receptionist for the Department of Physician Assistant Studies.

Correspondence, reports, forms, examinations with work edited for accuracy, format, spelling, punctuation and construction and all completed in a timely manner.

Organize and maintain a filing system for all program, clinical sites and preceptors, faculty and internal students' records assuring rapid retrieval of all materials.

Prepare various professional reports including gathering data and setting up format.

Maintain computer database consisting of student records, admissions, clinical preceptors, clinical sites, adjunct faculty, test item bank, graduate surveys and patient encounters using University selected software.

Review and route incoming mail for appropriate distribution and action.

Prepare, process and expedite purchase requisitions and requests for payment.

Reconcile all invoices and charge expenditures to appropriate accounts.

Arrange conferences, meetings and travel arrangements as required, notify participants and prepare the required materials.

Answer and route telephone calls and messages which must be kept accurate and confidential at all times.

Relay information and answer questions within the scope of knowledge on telephone and in person.

Assist in supervision of student workers in area.

Upon discretion of supervisor compose routine correspondence.

Coordinate the processing of clinical site affiliation agreements and instructional faculty contracts.

Other duties as assigned.

Education Requirements:

High School Diploma or GED required

Qualifications:

Demonstrated experience in administrative support, office coordination, or academic program operations.

Strong organizational skills with the ability to manage multiple tasks, maintain accurate records, and ensure timely completion of assignments.

Proficiency with office software and database systems, including data entry, record management, and report preparation.

Excellent written and verbal communication skills, with the ability to prepare professional correspondence, reports, and forms with accuracy and attention to detail.

Ability to handle confidential information with discretion and sound judgment.

Proficient with Microsoft Office including Outlook, Word, Excel, and OneDrive.

Skill in coordinating schedules, meetings, travel arrangements, and event logistics.

Familiarity with processing purchase requisitions, reconciling invoices, and tracking expenditures.

Strong customer-service orientation, including the ability to greet visitors, answer inquiries, and route calls effectively.

Ability to work independently, take initiative, and problem-solve in a fast-paced environment.

Capacity to manage multiple stakeholders, including faculty, students, clinical sites, and external partners.

High level of accuracy in proofreading, formatting, and document preparation.

Proven ability to collaborate effectively with individuals from varied backgrounds.

Special Instructions to Applicants:

TO APPLY:

Applications must be submitted electronically and include a resume, a cover letter detailing how your experience aligns with the position requirements and contact information for three references.

Please note this is a Grade 6 position in the Clerical & Technical Union

The hourly rate is $26.88, 35 hours per week

This position requires the successful completion of a Microsoft Office skills test, proofreading test, and background check

We offer a comprehensive benefits package for full-time faculty and staff which includes tuition remission and a culture that is inclusive and driven by excellence.

Quinnipiac University is an equal opportunity employer and encourages applications from individuals of all backgrounds and experiences. We are committed to fostering an inclusive and respectful community.

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