Administrative Assistant to Program Director

Administrative Assistant to the Program Director

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B. Ketchum University

The Administrative Assistant to the Program Director provides high‑level administrative support to ensure the efficient functioning of the School of PA Studies (SPAS). This position supports the Program Director’s role within the program, including operations, communication, scheduling, internal and interdepartmental coordination, and other duties to help maintain smooth program workflows. Responsibilities may vary based on program need. The ideal candidate is proactive, detail‑oriented, self‑motivated, professional, efficient, and able to manage multiple priorities in an academic environment.

• Manage administrative operations for the Program Director
• Manage and coordinate the Program Director’s calendar, appointments, and scheduling needs, ensuring timely communication and follow‑up
• Serve as a point of contact for internal and external inquiries directed to the Program Director
• Prepare correspondence, meeting agendas and minutes, reports, and program communications
• Provide administrative support for meetings, retreats, and special events
• Maintain organized and accurate digital and physical records
• Request, collect, organize, and format documentation for reviews, reports, and scholarly activities
• Assist with preparing, formatting, or organizing documents needed for accreditation, program evaluation, or institutional reporting
• Facilitate updates to handbooks and websites
• Assist with the coordination and distribution of student awards and scholarships
• Handle sensitive student, faculty, and program information in accordance with program and institutional policy
• Serve as a liaison to university administrative units to support smooth program operations
• Provide timely updates to the Program Director on departmental matters or emerging issues/concerns
• Participate in program improvement initiatives, perform other duties, and complete special projects as directed by the Program Director

• Strong written and verbal communication skills
• Consistently engage in professional and collegial interactions
• Ability to work collaboratively with faculty, staff, students, and university partners across departments
• Excel in independent tasks
• Demonstrate analysis and problem‑solving skills
• Perform work with care and attention to detail
• Maintain confidentiality of sensitive information
• Demonstrate the ability to organize, prioritize, and maintain efficiency
• Proficient in Microsoft Office Suite (PowerPoint, Word, Excel, Outlook, Teams, SharePoint, etc.)
• Readily learn and utilize new technology and software applications
• Proactive in identifying opportunities to improve and support program operations
• Flexible and willing to cross‑train in assigned areas

• Associate or bachelor’s degree; equivalent administrative or program support experience may be acceptable
• Prior experience in an academic or health care setting preferred

MBKU provides an excellent benefits package including medical, dental, and life insurance, free vision exams, short and long term disability, generous paid time off plans, and a university-sponsored retirement plan. See our website under Employment for more details regarding benefits of working for MBKU ((Use the "Apply for this Job" box below).).

• Entry level

• Full‑time

• Administrative

• Higher Education

Located on a beautiful, seven‑acre campus in Fullerton, California, MBKU is an independent, private, non‑profit, accredited educational institution. MBKU is home to the Southern California College of Optometry, the School of PA Studies, College of Pharmacy and the Doctor of Medical Science Program (DMSc). MBKU owns and operates three health care centers at their clinical teaching facility, Ketchum Health, providing a vision center and PA medical clinic practice in Orange County and a second vision center in Los Angeles.

A tradition of excellence since 1904.

In 1904, Marshall

B. Ketchum, MD, opened the Los Angeles School of Ophthalmology and Optometry in Los…