Administrative Assistant, Physician Assistant Program

If you are a current University employee, please use the internal career site to apply for this position.

Job Description

This posting is for a full-time, 12-month, 40 hours per week, non-exempt position. This position is responsible for receptionist and general clerical duties for the Physician Assistant Department.  In addition, answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of internal and external callers and visitors to campus. Independent judgment is required to plan, prioritize and organize diversified workload.

Essential Functions

This position requires regular, predictable, reliable attendance in the office environment.

1.    First contact for all visitors to develop and maintain a positive rapport with students, parents, employers, faculty and staff.  Act as receptionist for the department, directing visitors to the location of their meetings/events.
2.    Answer phones and provide polite and efficient service to all callers.  Provide clerical support including answering phone, processing incoming and outgoing mail and ordering supplies.
3.    Record, type and distribute meeting minutes.
4.    Maintains clinical year documents and communication with clinical sites as directed by the program chair, clinical coordinator, and experiential education specialist.
5.    Establishes and maintains PHAS applicant files.
6.    Initiate responses to routine program inquiries as needed.
7.    Maintain student enrollment files, program correspondence.
8.    Compile program data and information for reports as directed.
9.    Maintain student admissions files including admission status correspondence calls.
10.    Maintain alumni records and student database.
11.    Maintain student records including test scores grades.
12.    Act as a liaison with other University departments regarding student housing, billing, 
registration, and immigration status.
13.    Maintain student handbook, brochures, clinical project booklet, clinical training manual, and recruitment materials.
14.    Update and maintain accreditation documents.
15.    Assists in the supervision and maintenance of the PA program application, interview, and acceptance process.
16.    Perform all other duties deemed appropriate for the position.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Competencies
1.    Technical Capacity.
2.    Personal Effectiveness/Credibility/Integrity.
3.    Thoroughness.
4.    Collaboration Skills.
5.    Team Player.
6.    Confidentiality.
7.    Communication Proficiency.
8.    Flexibility.
9.    Organizational Skills.

Supervisory Responsibility
This position may supervise student workers.    

Work Environment
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. 

Physical Demands
This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary.  Walking at least one mile per day in order to perform collection of mail at the University’s mailroom and distribution to departmental mailboxes is necessary.

Position Type and Expected Hours of Work
This is a full-time 12-month position, and general hours of work and days are Monday through Friday, 8:00 a.m. to 5:00 p.m.

Travel
No travel is expected for this position.  

Required Education and Experience
1.    High school diploma.
2.    One year of administrative experience.
3.    Knowledge of Microsoft Office is required. Willingness to learn required systems is expected.

Preferred Education and Experience
1.    Additional years of office or related experience. 
 

For optimal consideration of your applicant file, faculty applications must include a cover letter; current Resume or Curriculum Vitae; a statement of teaching philosophy; and the contact information for three professional references with your application. Staff applications must include a current Resume or Curriculum Vitae and cover letter with your application.

The University of Findlay is an Affirmative Action/Equal Opportunity Educator and Employer. It is the university's policy to prohibit discrimination and provide equal opportunity to all employees and applicants for employment, without regard to their race, sex (including gender identity/expression), color, religion, ancestry, national origin, age, disability, veteran status, military or sexual orientation.