Administrative Assistant - Physician Associate Program

About Alvernia University 

Alvernia University was founded in 1958 by the Bernardine Sisters of the Third Order of St. Francis. Through its main campus in Reading and locations in Philadelphia and Schuylkill County, Pennsylvania, the university serves 3,000 students of diverse backgrounds from around the country. 

Alvernia offers a unique blend of rigorous liberal arts core education for the development of the mind, strong technical training in many high-demand majors, experiential learning through study abroad and internship experiences, and engagement with the community through our Franciscan-based community service model. We call our model of transformational education the Alvernia Advantage, and we believe this style of education transforms students into ethical leaders with moral courage. 

Alvernia University ranks in the top 100 among 2021 Best Regional Universities in the North by U.S. News & World Report, and we are recognized as a College of Distinction for our commitment to engaged experiential education.

Job Summary:

The administrative assistant for the physician associate program will work closely with the Department Chair and Program Director. This position is responsible for the oversight and management of processes and activities required for successful organization and delivery of the physician associate program, as well as providing excellent customer service to all constituents across the university. 

Essential Functions:

• Promote Franciscan ideals and adherence to the Mission of the University as demonstrated by the University's Ideal Characteristics. As we are an equal opportunity employer committed to Franciscan values, all employees share responsibility for advancing diversity, equity, and inclusion in the performance of their roles while demonstrating service orientation, respect for all, intellectual curiosity, solution focus and innovation, and mutual accountability.
• Serve as direct administrative support for the Department Chair & Physician Associate Program Director.
• Work closely with the Physician Associate Program Director in all aspects of program planning, implementation, and assessment.
• Lead in coordination and/or implementation of required technologies to deliver the PA program curriculum.
• Work closely with the Physician Associate Program Director and faculty to oversee all components of curriculum delivery.
• Provide support to the Physician Associate Program Director and faculty in the completion of accreditation documents and adherence to accreditation standards.
• Provide support to the Department Chair, Physician Associate Program Director, and the program faculty with special projects, assignments, and reports.
• Provide support for the physician associate principal and instructional faculty as needed.
• Provide physician associate program support that includes, but is not limited to communication with clinical sites, maintenance of agency affiliation agreements, monitoring of student clearances, obtaining liability certificates for clinical sites, management of the clinical management system database.
• Triage challenges and requests from students, university administration, faculty, and staff, or department visitors. Assist in facilitating effective lines of student communication by directing concerns or “complaints” to the appropriate faculty advisor or faculty member.
• Compose correspondence, schedules appointments, organize and schedule meetings on a routine and as needed basis.
• Provide a supportive role in the development and distribution of the didactic year, clinical year, and department calendar.
• Maintain adequate and organized office supplies to meet department functions
• Order teaching and general supplies and equipment as directed.
• Manage PN3, purchase requisitions, work orders, faculty overload and workload requests, associated faculty contracts and reimbursement paperwork, department budget and individual accounts (PAX, unrestricted), submission of internal and external reports, etc.
• Provide support for department events, including, but not limited to, student orientation, continuing education, open houses, accepted student days, and other university and community events, etc.
• Work closely with members of the university to maintain electronic records, including, but not limited to PowerCampus, SQL Reports, and learning management system, clinical management system, etc.
• Maintain up-to-date and confidential student records, including, but not limited to criminal background checks, student database, student progression, etc. as required by FERPA and ARC-PA.
• Maintain up-to-date and confidential faculty records as directed by the Program Director and ARC-PA.
• Create and maintain reports and processes. 
• Ensure student registration and grade assignments each semester.

Additional Responsibilities:

• Work with the department and University Communications to update the Physician Associate web presence.
• Coordinate facility needs with University Conference Services for use of campus.
• Maintain communication database.
• Assist in maintaining and updating program policies and procedures.
• Occasional flexibility in hours as needed.

Supervision:

• Received: Physician Associate Program Director
• Given: N/A

Minimum Qualifications:

• Commitment to the mission statement, core values, and goals of Alvernia University.
• Advanced skills in Microsoft Office applications, familiarity with contemporary online conference and meeting platforms, and survey tools.
• Ability to effectively learn new technology and translate to application.
• Strong interpersonal skills
• Experience with online and virtual environments for communication and project management
• Excellent oral and written communication skills, superior judgment and discretion in handling confidential information, and strong organizational aptitude
• Mature judgment, professional demeanor and appearance, and cross-cultural sensitivity
• Ability to effectively solve problems and initiate and implement projects independently
• Detail-oriented, with an ability to handle multiple assignments concurrently and to work efficiently and accurately with deadlines

Physical Requirements: 

• Physical attendance 
• Prolonged periods of sitting at a desk and working on a computer
• Lifting up to 15 pounds at times