Administrative Assistant Senior

The Administrative Assistant Sr. supports the daily operations of the Physician Assistant Sciences Program by providing advanced administrative and clerical assistance to program leadership, faculty, staff, and students. This role is essential in maintaining smooth, efficient, and compliant operations, supporting accreditation needs and ensuring high quality service to internal and external stakeholders.#
** Essential Functions (Duties and Responsibilities) –
*** Greets visitors, establish nature of business, and direct visitors to appropriate personnel
* Answers telephone efficiently in a professional and courteous manner; route to appropriate individuals and/or take messages
* Provide accurate information to callers
* Retrieve and act on voice mail messages in a timely manner
* Enter and follow up on work requests to facilities
* Maintain program files and calendars
* Performs desktop publishing duties by creating and developing visual presentations for the program, including but not limited to the designing and drafting of:
* General correspondence
* Invitations* Memos
* Charts* Tables
* Graphs* Signs
* Proofreading documents for spelling, grammar, and layout errors
* Editing documents, drafts, and related correspondence
* Arranging meetings as requested
* Assisting with the planning of program events including admissions, interviews, orientation, white coat, and advisory board meetings by:
* Reserving meeting space
* Arranging food service
* Working with campus and external partners for invitations, programs, food service, photographer, and room-set    25%#
** Inventory and Supplies*** # Inventory office supplies and with approval, order office supplies* # Coordinate the ordering of business cards, computers, office furniture, office supplies doe new faculty and staff* # Assist with the ordering of lab-specific supplies, as requested by faculty, and approved by the Program Director* # Assist with the inventory of general lab supplies and with the approval of the Program Director, order lab supplies#
** Record-Keeping and Accounts Payable*** # Assist with maintaining an accurate account of expenditures by recording program expenses, such as purchases, expense reports, and check requests* # Assist with the processing, submission, and tracking of expense reports and purchase orders#
** Faculty & Staff Support*** # Organize, coordinate, and schedule complex activities such as faculty and staff travel arrangements including:* # Itineraries* # Briefing materials* # Appointments* # Arrangements for conferences and lodging* # Serve as recording secretary for assigned committee meetings.* # Ensure all participants have a meeting agenda* # Remind attendees of meeting schedules* # Attend meetings* # Take, transcribe, and distribute minutes* # Works with Program Director and Program Manager to facilitate orientation and training for new employees* # Assist new faculty and staff with the utilization of web-based communication and other program operations software* # Serve as the primary support staff for the Program Director, Medical Director and Associate Medical Director* # Facilitate the ordering of scrubs and white coats# #
** Student-Related Responsibilities*** # Monitor, set up, and maintain student files* # Maintain student contact information database* # Facilitate the ordering of scrubs and white coats* # Facilitate student registration each semester* # Enter program courses, course directors, and advisors into Workday each semester* # Assist with the scheduling and managing of student drug testing and background checks* # Assist with the completion of student alumni education verification, licensing, and credentialing forms* # Assist with admissions* # Assist with proctoring student examinations and remediation's* # Performs other related duties as assigned.#

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* Knowledge, Skills and Abilities:

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* • Excellent organizational skills and the ability to handle multiple tasks with deadlines   
• Excellent interpersonal skills and an ability to work both independently and as a team member  
• Excellent written and oral skills   
• Proficiency in Microsoft word, PowerPoint, Excel, SharePoint, and Outlook#

Education…