Administrative Assistant -Physician Assistant Program – Voorhees, NJ

** Job Details
** Under general supervision, an Administrative Assistant provides direct day-to-day administrative support to full-time and part-time faculty and academic staff in their academic program/s and/or in their College/School. They also provide face-to-face, telephone, and email customer service to faculty, students, staff, and alumni as well as to other constituents such as parents/guardians or external inquiries.
** Job Description
**** Essential Functions
*** Interacts with co-workers, visitors, and other staff consistent with the values of Jefferson.
* Provides administrative support to full-time and part-time faculty, such as photocopying and scanning of course-related and program-related materials and College/School files; retrieving course schedules; making room reservations for Program-related events; preparing agendas and documents for meetings; taking and distributing meeting notes; preparing and distributing manuals, reports, and other Program-related materials; and orienting new full-time and part time faculty to the procedures of the Program or office.
* Supports faculty with different tasks, projects, and assignments such as:

A) Responsibilities related to University/College Committees;

B) Program accreditation and assessment;

C) Travel and lodging arrangements for professional travel sponsored by the Program;

D) Assists guests or Search Candidates with travel and lodging arrangements; andE) Handles clinical year logistics, such as student housing, clinical site requirements and student deliverables.
* Orders foods/meals for faculty meetings and Program-supported student events.
* Answers phones; responds to emails; and greets faculty, staff, students, and guests who physically come to the academic office/campus.
* Maintains electronic and paper office files, such as faculty, student and program records in hard copy or digital versions, as appropriate.
* Handles incoming/outgoing mail; organizes faculty mailboxes, may send express mail as needed.
* Supports Program Director/Chair of Department on activities related to the program.
* Processes student forms related to course enrollment, advisement, clinical rotations, graduation, etc. with the appropriate administrative office, under direction of faculty or administrator.
* Maintains physical and virtual bulletin boards for students, under direction of the faculty, program director, Deans and MAOs.
* Other duties as assigned by the Program Director/Chair of Department.
** Competencies (Knowledge, Skills, and Abilities Required):
*** Effective Communications – Understanding of effective communication concepts, tools and techniques, ability to effectively transmit, receive, and accurately interpret ideas, information, and needs through the application of appropriate communication behaviors.
* Interpersonal Relationships – Knowledge of the techniques and the ability to work with a variety of individuals and groups in a constructive and collaborative manner.
* Service Excellence – Knowledge of customer service concepts and techniques, ability to meet or exceed customer needs and expectations and provide excellent service in a direct or indirect manner.
* Flexibility and Adaptability – Knowledge of successful approaches, tools, and techniques for dealing with changes and adapting to a changing environment, ability to adapt as needed.
* Managing Multiple Priorities – Ability to manage multiple concurrent objectives, projects, groups, or activities, making effective judgments as to prioritizing and time allocation
* Accuracy and Attention to Detail – Understanding of the necessity and value of accuracy and attention to detail, ability to process information with high levels of accuracy
* Calendaring – Knowledge of and ability to use office electronic calendaring software and capabilities
* Problem Solving – Knowledge of approaches, tools, techniques for recognizing, anticipating, and resolving organizational, operational or process problems, ability to apply this knowledge appropriately to diverse situations
** Minimum

Education and Experience Requirements:

*
* Education:

* High School Diploma Required. A Bachelor’s degree preferred.

AND

Experience:

* 1-3…