Administrative Assistant

Posting Number

AS1174P

Subdivision

School of Health Professions

Division

Col.Health Professions & Sci.

Department

Physician Assistant Program

Location

Erie, Pa

Position Summary

The Administrative Assistant will provide secretarial and administrative support for the Physician Assistant Department. This position is expected to perform multiple duties requiring organization and judgement. Candidates must be able to support and promote the University’s Mission.

This position works under supervision from the Academic Program Director.

ESSENTIAL**FUNCTIONS:**

1. Accurately and independently prepares communications and reports for assigned academic unit(s), including accreditation and clinical education.

2. Prioritizes task initiation and completion consistent with needs of the university and academic unit(s), considering criticality and complexity of the task.

3. Prepares and maintains accurate student, faculty, and program files/data consistent with accreditation and university expectations.

4. Partners with the academic unit program director to process graduates’ licensure and credentialing paperwork.

5. Provides assigned academic unit(s) and student body with inquiries, data (as appropriate), exam proctoring, and onboarding requirements for clinical partners.

6. Provides assigned academic unit assistance with management of purchases, expenses, inventory and budget data; monitors and maintains budget and inventory documentation.

7. Facilitates necessary and accurate communication to and among university offices to support seamless operations and service to our students, employees, guests, and community partners.

8. Assists academic unit program with event planning and coordination.

9. Provides full secretarial support using Microsoft Office software applications, including but not limited to Excel, Outlook, PowerPoint and Word, as well as university services software such as Colleague, Informer and Workday.

10. Performs other duties as assigned within the scope and responsibility and requirements of the job.

SUPERVISORY RESPONSIBILITIES:

This position works under limited supervision but may receive instruction from and support other professionals. This position may assign and check work of student workers and graduate assistants.

CONTACT WITH OTHERS:

Internal: Has contact with administrators of all levels, faculty, staff, and students, exchanging information and resolving problems, and responding to requests for service.

External: Has contact with general public, responding to inquiries or arranging meetings, and securing information.

Required Qualifications

Requirements include a high school degree or equivalent; previous experience with administrative support roles and data collection; excellent time management and organizational skills; excellent professional written and oral communication skills; the ability to maintain the confidentiality of student information; proficiency in Microsoft Word and Excel; and the ability and willingness to support a team of nine faculty members. The successful candidate must be able to support and promote the University’s Mission.

Preferred Qualifications

Previous experience working with an accredited academic program and/or working in healthcare administration and/or hospital systems.

Physical Demands

Must be able to meet the physical demands associated with a busy academic environment.

Exempt Status

Non-Exempt

Position Classification

Support Office

Position Type

Staff

Employment Status

Full-Time

Position Length

12M

Hours per Week

37.5

Work Schedule

M-F 8-4:30

Shift

1st