Administrative Specialist and Clinic Coordinator; PA Program

Position Summary

Provides administrative support to the Masters in Physician Assistant (PA) Studies Program and serves as a liaison between the program and clinical sites. The individual will be responsible for coordinating the clinical education for the PA students and be expected to maintain all related data associated with the clinical year students, sites and instructors.

• Recruit and maintain clinical sites for the PA program.
• Conduct clinical site visits for the PA program.
• Be the point of contact for clinical sites & preceptors and outside vendors for the PA program.
• Ensure PA students’ onboarding requirements are met prior to clinical year
  • HIPAA Training
  • Immunizations/TB Screening/FIT testing
  • Active BLS and ACLS certifications
  • Criminal background check
• Scheduling PA students in clinical rotations.
• Ensuring PA students complete patient-encounter logging.
• Ensure PA students complete skills passport.
• Collecting and maintaining preceptor evaluations of students
  • Flagging students who fall below benchmarks to alert the Program Director.
• Administering, collecting, maintaining student evaluations of preceptors and sites
  • Flag preceptors and sites who fall below benchmark to alert the Program Director.
• Compile and maintain spreadsheets of PA program students’ clinical rotation grades, end-of-rotation exam scores and other data as required.
• Work with the Program Director to organize and maintain accreditation-related documents, reports, and records.
• Assist Program Director coordinate meetings, site visits, and other events related to accreditation.
• Assist Program Director and PA faculty with the preparation of reports (self-studies, annual reports) and other documentation required for program accreditation submissions (i.e., ARC-PA, NYSED).
• Serve as a liaison between the Program Director and Academic Affairs to ensure the maintenance and updating of databases and spreadsheets related to accreditation data.
• Greet visitors, answer the PA program main phone line, respond to callers, direct callers to appropriate departments/personnel.
• Assist the Program Director in scheduling meetings and maintaining calendars.
• Coordinate and plan PA program events.
• Assist with maintaining and updating the PA Student Handbook and Clinical Year Student Handbook.
• Provide general office support for both full-time and part-time PA faculty
  • Serves as a liaison between students and faculty to help to direct inquiries and arrange meetings.
  • Assist with Canvas LMS Course setup.
  • Coordinate Student Evaluations and collate the results of course and instructor evaluations for faculty.
  • Assist with the submission of course grades.
• Order and maintain office supplies for PA program faculty.
• Track program expenses, create purchase orders, process invoices and check requests.
• Creates Helpdesk and Facilities tickets for PA program faculty.
• Provide scheduling and logistical support for PA program meetings and events.
• Take minutes for PA program meetings.
• Perform other related duties as assigned within the parameters of the job description.

• Demonstrate the ability to both work independently with little direction and work confidentially with discretion.
• Dedication to the mission of the Department and the College.
• Attention to detail.
• Demonstrates excellent organizational skills.
• Demonstrates excellent oral and written communication skills.
• Demonstrates a positive attitude and work ethic.
• Interacts professionally and effectively with members of the PA program, Department of Allied Health Sciences, as well as members of the College community.
• Demonstrates efficiency by observing schedules and meeting assignment deadlines.
• Able and willing to proactively identify and pursue relevant learning and professional development opportunities, and apply new knowledge, insights, and skills to enhance work results.
• Proficiency in Microsoft Office (including Word, Excel, Outlook, and Access), Adobe and Internet searches. Proficiency in Canvas.
• Working knowledge of modern office practices, procedures, and equipment.

• Bachelor’s degree and three years of related work experience or equivalent combination of education and experience.
• Experience providing administrative support in higher education and/or healthcare settings is preferred.
• Extensive knowledge of office practices and procedures.