Programmatic & Academic Operations Coordinator

Position Title: Programmatic and Academic Operations Coordinator 

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 Programmatic and Academic Operations Coordinator for the physician associate program will work closely with the Program Director and the Director of Curriculum Innovation and Program Assessment. This position is responsible for the oversight and management of all PA program administrative and didactic phase processes and activities required for the successful organization and delivery of the physician associate program. In addition, it is to provide 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 Physician Associate Program Director and the Director of Curriculum Innovation and Program Assessment
• Work closely with the Physician Associate Program Director to manage all administrative aspects of running the PA program as per ARC-PA standards
• Work closely with the Physician Associate Program Director to manage the ARC-PA portal
• Work closely with the Physician Associate Program Director and the Director of Curriculum Innovation and Program Assessment in all aspects of planning and implementation of the didactic phase of the PA program
• Work closely with the Physician Associate Program Director and the Director of Curriculum Innovation and Program Assessment to manage classroom reservations for PA program instructional activities
• Work closely with the Physician Associate Program Director and the Director of Curriculum Innovation and Program Assessment to organize, schedule, confirm, and manage instructional lecture schedules, communication, contracts, and payments
• Work closely with the Director of Curriculum Innovation and Program Assessment to manage Didactic phase platforms including, but not limited to, Canvas and Exam Master
• Work closely with the Physician Associate Program Director and the Director of Curriculum Innovation and Program Assessment in all aspects of planning and implementing program assessment, including data collection, aggregation, analysis, and document writing
• Lead in coordination and/or implementation of required technologies to deliver the PA program curriculum
• 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 Physician Associate Program Director and the program faculty with special projects, assignments, and reports
• Provide support for the physician associate program principal and instructional faculty as needed
• Triage challenges and requests from students, university administration, faculty, staff, or department visitors. Assist in facilitating effective lines of student communication by directing concerns or “complaints” to the PA Program Director, appropriate faculty advisor, or faculty member
• Provide a supportive role in the development and distribution of the didactic year and department calendar
• Manage faculty overload and workload requests, associated faculty contracts and reimbursement paperwork, and individual accounts submission of internal and external reports, etc.
• Develop proficiency in university electronic databases and platforms to maintain electronic records, including, but not limited to, PowerCampus, SQL Reports, learning management systems, clinical management systems, etc.
• Demonstrate mastery of required technologies to support the administrative functions of the Physician Associate Program
• Compose correspondence, schedule appointments, organize and schedule meetings on a routine and as-needed basis
• Maintain adequate and organized office supplies to meet department functions
• Order teaching and general supplies and equipment as directed
• Manage PN3, purchase requisitions, and work orders
• Provide support for department events, including, but not limited to, student orientation, continuing education, open houses, accepted students’ days, and other university and community events.
• Maintain up-to-date and confidential student records, including, but not limited to, criminal background checks, student databases, 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 assignment each semester

Additional Responsibilities: 

• Maintain communication database
• Assist in maintaining and updating program policies and procedures
• Occasional flexibility in hours as needed
• Assist with additional needs as identified by the Physician Associate Program Director and associate directors

Supervision: 

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

Minimum Qualifications: 

• Commitment to the mission statement, core values, and goals of Alvernia University
• Advancedskills in Microsoft Office applications, familiarity with contemporary online conference and meeting platforms, and survey tools
• Ability to effectively learn new technology and translate into application
• Strong interpersonal and communication skills
• Experience with online 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
• Strong attention to detail and ability to complete assignments independently 
• Strong organizational skills and keen attention to detail
• Skillful problem-solving capabilities
• An ability to work effectively in a team environment
• Personal accountability for all duties outlined in the job description and as assigned by the Program Director and Director of Curriculum Innovation and Program Assessment

Physical Requirements:  

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