Staff Assistant , Physician Assistant Medicine Program

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The Staff Assistant I provides administrative and operational support for the Department of Physician Assistant Medicine. This position is responsible for coordinating a variety of recurring administrative functions that support the daily operations of the program, including assessment administration, records and document management, program evaluation activities, accreditation support, financial and inventory tracking, accessibility compliance support, and faculty administrative assistance. The position requires strong organizational skills, attention to detail, professionalism, confidentiality, and the ability to manage multiple priorities and deadlines in a dynamic academic environment.

Provide administrative and logistical support for examinations, quizzes, remediation assessments, practical examinations, OSCEs, and other program assessment activities. Assist with examination administration activities, including scheduling, room preparation, student check-in, roster verification, proctoring, accommodated testing logistics, secure handling of assessment materials, and support of University-approved testing systems. Maintain examination schedules, assessment records, testing security, and student confidentiality in accordance with University and program procedures.

Document examination administration issues or irregularities, provide routine administrative support for assessment operations, and refer matters requiring academic review or decision-making to appropriate faculty or program leadership.

Assist with the review, tracking, and routine remediation of instructional materials, electronic course content, and program documents to support compliance with University accessibility standards and procedures. Apply established accessibility practices to digital materials, including document formatting, alternative text, captions, tables, hyperlinks, and other accessibility elements, using University-approved tools and templates. Maintain records of accessibility reviews, support conversion and maintenance of accessible materials, coordinate with faculty regarding accessibility-related content, and refer complex issues for specialized review.

Maintain inventories of departmental, classroom, examination, instructional, and office supplies; monitor stock levels and initiate approved supply orders in accordance with program procedures. Receive, verify, organize, distribute, and track supplies, equipment, and instructional resources; maintain related inventory and equipment checkout records. Support faculty and staff by coordinating routine instructional material and classroom supply needs and maintaining standardized supply lists for recurring program activities.

Maintain organized and secure storage areas, coordinate with internal program partners regarding shared inventory needs, and communicate anticipated shortages or unusual supply requirements to appropriate program leadership.

Maintain departmental financial records and expenditure tracking using University-approved systems and procedures. Assist with routine financial transactions and documentation, including invoices, reimbursements, purchasing records, P-card documentation, spend authorizations, and related supporting materials. Reconcile financial records against University systems, maintain organized documentation, and identify and communicate discrepancies, missing information, or unprocessed transactions to appropriate personnel. Prepare routine expenditure tracking reports and assist with fiscal year-end activities and other financial recordkeeping responsibilities as assigned.

Maintain and organize program forms, templates, records, databases, tracking systems, and administrative documentation in accordance with University policies and established procedures. Manage document control activities including version tracking, file organization, records retention, archival processes, and routine data maintenance. Generate routine reports, rosters, summaries, and data extracts; coordinate document…