Administrative Assistant - Physician Assistant Program

Concordia is a Lutheran higher education community committed to helping students develop in mind, body, and spirit for service to Christ in the Church and in the world.

The Administrative Assistant shall serve as the receptionist, perform secretarial duties, provide administrative support in areas of purchasing, professional correspondence and assisting the PA Program Director and faculty in the collection of data related to student performance across the curriculum in the didactic year; coordinate student schedules, manage calendars including classroom scheduling, meeting schedules, and special events; and organize and maintain the departmental office.

• Serve as the first contact with students, parents, and the public visiting the PA program, greeting and directing visitors in a friendly and professional manner
• Perform general office responsibilities including answering and directing phone calls; providing office support (typing, filing, copying, etc.); opening and sorting mail; email correspondence; and managing room reservations as required
• Coordinate projects, schedules, and meetings as requested
• Prepare reports and grant materials as requested
• Order and maintain office supplies and equipment
• Maintain multiple Excel spreadsheets of data and be able to use filters to create charts for analysis of that data in order to generate reports
• Maintain departmental budgets including annual budget reports for the Program Director
• Coordinate student processes during admissions process by verifying that any requirements for matriculation have been met and contacting applicants with reminders and follow up
• Maintain student files, organize course materials, communicate with students, and direct students to appropriate resources/departments when needed
• Prepare adjunct/instructional faculty contracts and requisitions for Physician Assistant Program as directed
• Administer surveys to students, graduates, and alumni at faculty request; monitor responses; and collate the data in Qualtrics or other survey collection tool
• Coordinate adjunct faculty files and course materials and communicate with adjunct faculty as directed
• Make travel arrangements for faculty members as directed
• Provide computer and technical support to students and faculty as needed
• Produce letters, reports, newsletters and various other original publications for courses and presentations
• Coordinate communication with various offices within the University as well as outside constituents
• Participate in the annual review of the PA program mission
• Promote the mission of Concordia University to all faculty, staff, students and to the community at large
• Promote effective working relationships among faculty, staff, students, alumni, professionals and the general public
• Maintain records and files; maintain confidential files in locked cabinets and/or password protected digital files as required
• Initiate action as necessary for the handling of work items and issues related to departmental faculty, staff, and students
• Initiate and maintain student, clinical, alumni and professional contact databases
• Maintain departmental calendars
• Take minutes for department meetings and other committee meetings as assigned
• Complete institutional and program accreditation reports and other reports necessary for the operation and advancement of the PA program and/or University
• Assist admissions with the collection and documentation of admission application demographic data as requested
• Coordinate admission visit days, student orientation, white coat ceremony, and graduation events
• Maintain conscientious work ethic to include punctuality, professional dress and demeanor
• Participate with program personnel in the End of Program review of all aspects of the program and provide suggestions for modifications to improve deficiencies related to the administration of the program.
• Other duties as assigned

• Professional telephone skills and etiquette
• Excellent communication skills (verbal and written)
• Excellent typing skills and organization skills
• Computer and software application skills such as Microsoft Word, Microsoft Excel, Banner, Qualtrics, WebAdMIT, Concur Solutions
• Knowledge of basic office equipment (e.g., copiers, fax machine, etc.)
• Ability to follow and share information regarding university policy and procedure
• Ability to maintain strict confidentiality
• Proficiency in filing and general clerical functions
• Self-motivated; conscientious; able to work both independently and as a member of a team; ability to handle multiple responsibilities concurrently
• Work schedule flexibility
• Supportive of the mission and values of Concordia University Wisconsin/Ann Arbor and the Lutheran Church Missouri Synod (LCMS)

• Required:
  
  High school diploma; two years office experience
• Preferred:
  Two-year degree. Excel data collection experience

This is a full-time, non-exempt (hourly) staff position.…