Administrative Assistant-Physician Assistant Program

Look No Further, Your Career Starts Here!

Sullivan University is an organization that is truly committed to making a difference. We host a wide variety of career opportunities, offer a family-oriented culture, and invest in our employees.

Join us if you want:

• Internal Mobility
• The Opportunity to Make a Difference in the Lives of our Students
• Professional Training and Development
• Individual Coaching
• A Diverse and Positive Work Environment
• To Support Local Charities through the Sullivan Cares Program

What Can We Offer YOU?

• 90% Tuition Discount through the Master’s degree level for the employee and 40% dependent discount after your first quarter from date of hire (dependent discount increases to 90% after 3 years).
• A Generous Benefits Package with Medical, Dental, Vision, Life, AD&D, Long-Term Care, Short Term Care, Auto, and Home Insurance.
• 401K
• Competitive Salary
• 11 Paid Holidays
• Paid Vacation and Sick Time
• Paid Volunteer Time
• Employee Referral Bonus
• Employee Discounts at Local Restaurants and Venues
• Comprehensive Wellness Program

We are currently looking for a full-time Administrative Assistant for our Physician Assistant Program. The Administrative Assistant is responsible for providing both administrative support and other essential responsibilities to the Office of Clinical and Experiential Education (OCEE), Program Director, and faculty of the Physician Assistant Program. This position also serves as an essential link between the Director of Clinical Education, Clinical Site Recruiter/Coordinator, Practice Experience Coordinator (PEC), clinical sites, preceptors, and students. 

Hours for the position are Monday-Friday 8 am-5 pm

Responsibilities of the position include:  

• Processes PA Program purchase orders, invoices, preceptor payments, guest lecturer and facilitator payments, and expense reports in coordination with the Executive Assistant to the Dean and does so in a timely manner.
• Maintains faculty development funds and other faculty records in conjunction with the Program Director and Executive Assistant to the Dean.
• Assists with creating department meeting agendas as well as taking and distributing meeting minutes.
• Assists with setup of lecturers in classroom areas.
• Assists with prep of instructional materials and implementation of assessments in both years of the program, including but not limited to Objective Structured Clinical Examinations (OSCEs) and practical examinations. 
• Serves on college committees as appointed/elected.
• Assists with processing of paperwork requiring Program Director signature.
• Assists in communication of important events to students as well as internal and external stakeholders.
• Assists Director of Clinical Education, Clinical Site Recruiter/Coordinator, and PEC in maintaining relationships (e.g., phone calls, e-mails) and setting up meetings/site visits with clinical sites and preceptors.
• Assists to ensure all Supervised Clinical Practice Experience (SCPE) information is current and documented. This includes, but is not limited to, preceptor information and credentials (e.g., Licensure, Certifications, Board Actions, demographics, etc.) as well as site information and requirements. 
• Generates and distributes preceptor participation documents (e.g., Category II CME evidence) as needed.
• Assists in processing of applicable materials for program, including but not limited to requirements for National certification and State licensure, and employer/institution credentialing.
• Assists with processing clinical year site paperwork for students.
• Maintains proficiency in applicable clinical/experiential placement software (CORE Elms). 
• Assists with creating reports and monitoring of applicable program requirements in CORE Elms which includes, but is not limited to, field encounter logging, student hours, key measure requirements, and preceptor evaluations. 
• Assists with assigning students to relevant question bank assessments (Blueprint) for each SCPE.
• Assists, creates, and maintains spreadsheets, reports, and other documents per established protocols for clinical/experiential assessment.
• Tracks, updates, forwards information, and reports student compliance documents including immunizations, drug screens, malpractice insurance, ACLS, BLS and other documents to meet requirements set by clinical SCPE sites and protocols set by clinical team.
• Assists with clinical team events including but not limited to Career Fair, Drug Screening, Orientation.
• Assists with creating, maintaining, and updating standard operating procedures (SOPs).
• Maintains a high level of customer service, professionalism, and confidentiality.
• Receptionist for the assigned work area for walk-ins and phone calls.
• Serves as an exam proctor as workload allows.
• Distributes correspondence/mail.
• Supports COPHS events and activities.
• Monitors and maintains appropriate quantities of office supplies.
• Performs other duties as assigned.

The Administrative Assistant will be an organized, hard-working, dedicated, and loyal individual who exhibits a strong work ethic. The incumbent will possess the following qualifications:

• Minimum of Associate Degree.
• Two years of related experience.
• An equivalent combination of education and work experience may be considered. 
• Ability to work collaboratively with all internal and external stakeholders. 
• Proficiency in Microsoft Office suite or Office365.   
• Ability to develop proficiency in job related technology and software platforms.
• Ability to proficiently use standard office equipment, including copier, scanner, telephone and fax. 
• Familiarity with shipping and mailing services such as UPS, FedEx, and USPS. 
• Highly organized and detail-oriented with the ability to create and maintain an accurate filing system.
• Strong communication (verbal and written) and multi-tasking skills. 
• Ability to present a professional appearance and maintain composure in a stressful environment. 
• Ability to maintain confidential and sensitive information (e.g., HIPAA or FERPA). 
• Flexibility of workstation and schedule. 
• Ability to maintain concentration and attention to detail when working for extended periods of time. 
• Ability to sit and stand for extended periods of time and ability to walk as needed around assigned work areas. 
• Must be able to hear and speak well enough to communicate in person and on the telephone with prospective and current students and alumni, faculty, staff, and community and agency representatives. 
• Ability to bend, lift items weighing up to 20 lbs., stoop, push and pull as needed in using, troubleshooting and maintenance of equipment and supplies. 

This job description lists the major responsibilities of the job title listed. By no means is the job limited only to the responsibilities listed. Cooperation between employees is expected during periods of heavier than normal workloads and revisions to these duties on either a temporary or permanent basis is possible.

The Sullivan University System is an Equal Opportunity Employer.