Administrative Assistant & IT Support

The Administrative Assistant & IT Support for the Physician Assistant Program works closely with the Program Director, Associate Program Director, Academic Coordinator, Clinical Coordinator and Program Administration to help orchestrate all phases of the Program.

Provides administrative support to the PA Program, but not limited to the following:
Scheduling
• Assist Coordinators in scheduling instructors
• Communicate with instructors on date and time availability each semester
• Create and update monthly calendars for students
• Coordinate/schedule various PA Program Committee meetings
• Assist with general correspondence, surveys, funding applications, scheduling appointments, self-study reports
• Prepare material for distribution to students; such as examinations if necessary
IT/Administrative personnel
• Assist with proctoring exams
• Assist with setting up Zoom for class (for virtual and in-person instructors)
• Light office housekeeping (picking up mail, occasionally helping with setting up tables, chairs, etc.)
• Assist with prepping for meetings, events, etc.
• Prep and maintain loaner laptops for student exams
• Assist Academic Coordinator with reformatting study materials to be compliant with Panorama requirement
• Assist with Canvas -related materials (Powerpoints, files, etc.)
• Other tasks/duties as assigned
Records Maintenance
• Student Files – academic/clinical, correspondences
• Organize and maintain all course lecture material and assessments
• Update Syllabi when necessary
• Maintenance and Creation of Test files – Examsoft, PAEA, End of Rotation Exams, Etc.
Key IT Responsibilities
• Collaborate with the IT Asset Manager to maintain the IT equipment inventory and coordinate repairs, replacements, and asset assignments.
• Act as the main point of contact for vendor visits and coordinate IT-related facility issues.
• Compile documentation of common problems and their solutions for location-specific reference.
• Deliver essential IT support by handling password resets, managing accounts, and providing basic troubleshooting for staff and students.
• Manage and update AV equipment in classrooms and conference rooms while providing basic knowledge on how the system works
• Assist users in navigating knowledge base articles and utilizing self-service resources.
• Attend IT training sessions to stay proficient in creating detailed helpdesk tickets for issues and escalate within IT as necessary.
Typing and Filing
• Correspondences
• Meeting Minutes
• Examinations
• Evaluations Forms
• Lecture Outlines

Education, Preparation, and Training
• Recommended experience in administrative and/or IT support. (Willing to train qualified candidates)
• Associates Degree recommended

Skills
• Requires ability to manage multiple and varied tasks with frequent high levels of urgency or sensitivity
• Must be able to work collaboratively and effectively with colleagues in a team environment
• Good interpersonal skills are required, both written and oral

Physical Demands
• Sitting for long periods of time
• Extensive use of computers
• Ability to lift 10 lbs.

Computer Skills
Proficiency in Microsoft Office Suite including Word, Excel, Power Point, Outlook
Travel
Travel to other campuses for Retreats when necessary

Core Competencies

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed above are representative of the knowledge, skill and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential duties.