Administrative Coordinator

Job Description Summary The Administrative Coordinator will initiate, develop, and implement administrative support to the Physician Assistant Studies Program.

Serve as the main point-of-contact for students, faculty, and guests of the department. Support the Chair in department meetings, such as scheduling rooms, taking minutes, and organizing materials and equipment.

Work collaboratively with Program Director in overseeing budgets that fall within the program’s subdivision consisting of operating, restricted, capital and research shortfalls, transfers, expenditures, and associated issues / reconciling accounts.

Generate and obtain budget data needed by the department for planning purposes. Assist with Accreditation and Assessment functions, including report development, collation of assessment data, and documentation of student outcomes and standards.

Assist with administrative functions of the Clinical Education program, such as establishing site contracts and maintaining records.

Serve on college and department staff committees as requested. Perform other duties as assigned. Responsibilities Accreditation and Assessment Support

• Supports the Program Director in the general oversight for Accreditation and Assessment
• Collaboratively support regional and program accreditation efforts, including report development and accreditation / assessment software management.
• Collate and analyze data required for the annual accreditation reports to ARC-PA and the annual assessment (ALOAR) report to the University’s Assessment Committee.
• Supports the Program Director, faculty, and the Assessment Committee in the timely collection and collation of assessment and accreditation data.
• Provide administrative support for the creation of the documents that are required for submission to the ARC-PA for ongoing and continuing accreditation of the program.

Budget Support

• Process purchase requisitions, reimbursements and check requests. Responsible for researching and reconciling discrepancies.
• Ensure program is within fiscal policy and stay abreast of university fiscal policy to ensure department is within compliance.
• Oversee / track / monitor budgets that fall within the department subdivision consisting of operating, restricted, capital and research noting shortfalls, transfers, expenditures and associated issues / reconciling accounts.

Work closely with Director of Operations in monitoring annual budget. Work collaboratively with Program Director in reviewing program financial plan to ensure annual enhancements are reflected within the new fiscal year budget.

• Reviews, analyzes and provide recommendations to Program Director on purchasing and expense requests above $5,000 in accordance with fiscal policy and restricted fund guidelines.
• Work collaboratively with Program Director in allocating annual budget at the beginning of the fiscal year with regards to operating and faculty development budget.
• Maintain spreadsheet on supplies associated with each lab and auditing each lab annually to ensure funds are annually earmarked to cover lab expenses.

Work collaboratively with those that oversee labs.

Provide annual expenditures to Program Director and recommendations for future allocations.

Administrative Support to the Chair and Program

• Maintain Program Director’s calendars. Notify Dean’s Office of school events and add shared calendars.
• Schedule meetings, take and publish minutes. Coordinate meeting logistics, including invitations, supporting materials, audio-visual equipment, catering, room arrangements, etc.
• Oversee and manage completion of meeting minutes.
• Supports the Program Director in the compilation and completion of the ARC-PA Annual Report due each December.
• Help develop and implement procedures unique to the Program regarding scholarships, student awards, new student orientation, etc.
• Support day-to-day needs of the Program Director.
• Format, type, send letters and memos to various recipients.
• Point of contact / resource for new staff, assist with on-boarding and orient to the program and university.
• Support college and program events as needed.

Clinical Education & Program Support

• Serve as point of contact for students, faculty, and visitors; answer multiple phone lines, greet visitors, respond to requests for information and assistance, and refer individuals to appropriate university offices as needed.
• Process faculty requests for copies, room reservations, keycard access, research posters, collect and distribute mail.
• Respond to internal and external requests for information about the program or university policies, providing excellent customer service in a timely manner.
• Maintain office equipment, supplies, and coordinate presenter and Facilities requests.
• Works with the Program Director and Director of Clinical Education to coordinate and communicate between personnel in Department, University, Clinical Sites, students, staff, patients, community stakeholders and adapt to administrative workflow for clinical education.
• Updating spread sheets of site / preceptor availability.
• Tracking preceptor rotations / hours to qualify for adjunct status & rolling out invitations when they qualify.

Required Qualifications

• Bachelor’s degree in business or public administration, education, health science, or a similar or related field.
• A minimum of 2-3 years’ experience in providing administrative, operational and financial support to management.
• Proven ability to make sound, independent decisions appropriate for position level
• Proven ability to edit and proof documents for clarity and accuracy.
• Strong oral and written communication skills including excellent use of grammar.
• Strong communication and interpersonal skills, with the ability to interact with diverse individuals and groups at all organizational levels, both inside and outside of the university.
• Demonstrated superior time management skills and initiative to plan multiple complex projects, prioritize tasks and meet deadlines accurately.
• Demonstrated working knowledge of office management
• Ability to comprehend a process and / or procedure and take a given task from beginning to completion.
• Strong organizational skills to plan, prioritize multiple projects, and complete them in a timely manner; maintain calendars and schedule appointments and meetings.
• Ability to schedule and coordinate logistics for meetings, workshops, and events, including coordination catering, travel and special equipment.
• Strong analytical thinking skills to assess situation, obtain appropriate information and make sound judgment and prioritize work for self and others when faced with fluctuating workload and deadline.
• Writing skills to prepare clear and concise, grammatically correct business correspondence; strong editing and proofreading skills.
• Ability to use tact and diplomacy to maintain a high level of confidentiality.
• Ability to prioritize work duties when faced with interruptions, distraction and fluctuating workload.
• Ability to exercise good judgment and accomplish tasks in a timely manner.
• Strong organizational skills with the ability to prioritize multiple projects and maintain composure and good attitude when multi-tasking.
• Strong computer skills to use Microsoft Office Suite applications
• Basic accounting skills and ability to monitor budget and expenses
• Strong technical skills to learn, use and train others on enterprise systems and tools
• Ability to use standard office equipment
• Demonstrated interpersonal skills with diverse groups of individuals at all organizational levels, both inside and outside of the university.
• Strong commitment to service.
• Excellent telephone and email etiquette
• Basic understanding of web design and content management
• Ability to use tact and diplomacy and to maintain a high level of confidentiality.
• Ability to work independently and effectively as part of a team.
• Ability to work effectively as part of a team and collegially with staff, faculty, and administration

Desired Qualifications