Administrative Assistant II, Physician Assistant Program
Full Time
Saint Petersburg, FL
Posted
Job description
Summary
Barry University's Physician Assistant Program is seeking an Administrative Assistant II who will assist with coordinating office operations within the Physician Assistant Program. The Administrative Assistant will provide support to the faculty, staff, adjuncts and students of the PA Program and provide backup for administrative assistants in St Petersburg.
- This position is Hybrid (In-Person/Remote) located in St. Petersburg
Essential Functions
1. Didactic and Clinical Activities:
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Maintain Learning Management System- Check LMS settings for student list, assessment timing, merge sections. Assist in constructing LMS including course content, exams, and assignments. Post announcements to students. Assist faculty and staff in LMS
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Create and maintain preliminary schedules. Serve as the primary (or secondary) person to update and edit schedules. Confirm office times and guest lecturers on all course syllabi. Confirm lecture times, communicate conflicts, and propose new times. Review faculty syllabi for exam and lecture conflicts. Confirm all exam/ quiz times and dates for all courses and input into the didactic schedule. Routinely inform students of schedule changes.
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Assist in printing/ formatting clinical skills exams, create pairings of first and second year students and Clinical Skills Exam schedules as directed in the syllabus.
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Coordinate and schedule first year students’ patient care visits.
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Assist the Physical Diagnosis (PD) lab course director with tasks including, but not limited to-scheduling lab instructors, proctors, and professional patients for all student labs
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Create and track attendance (log absences, update attendance system, manage daily sign in sheets, generate attendance reports).
2. Medical Compliance Liaison
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Track student compliance with program requirements via a confidential database
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Maintain and audit student database for compliance with health requirements, health insurance, insurance waivers, immunizations, criminal background checks, CPR cards.
3. Admissions
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Communicate with admissions coordinator in Miami
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Participation in virtual fairs to communicate admission and program information to prospective students, scheduling campus tours as necessary.
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Answer admissions telephone calls, responding timely to email correspondence and speaking with walk-ins who are potential applicants.
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Verify data on File Review Summary, review applicant file and complete application rubric
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Assist faculty in scoring applicant files in online rubric
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Coordinate Admissions interviews. Includes, but is not limited to coordinating weekly interviews, greeting applicants, perform campus tour, sending confirmations to applicants, preparing interview agenda, and scheduling rooms for interviews.
4. Maintains financial records for campus by
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Reconcile all bills on an ongoing basis
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Process outside vendor and adjuncts bills and invoices for payment through Workday
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Reconcile pending accounts on a monthly basis through Workday
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Assist with travel reservations and requests through Workday
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Order supplies in University management system (currently WorkDay)
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Prepare online requisitions, order supplies and desk copies.
5. Assist with the Planning and Coordinating Program Events
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Such as New Student Orientation, Primary Care Review Conference, White Coat Ceremony, Annual retreat, Medical Spanish, Clinical Orientation, Inter-professional education events.
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Facilitate Program-wide events.
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Collaborate with PA, CNHS, University-wide, and external events.
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Reserve rooms, classrooms, working with vendors for food or equipment.
6. Perform basic administrative office work to assist the needs of faculty, staff and adjuncts.
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Proctor exams, supervising students in classroom via the Learning Management System (currently Canvas).
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Proctor students testing in a distraction-free environment per accommodations.
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Receive visitors at front desk when needed-
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Answer telephone, take messages, and reply to questions in accordance with general instructions. Transmit instructions or information to and from staff members.
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Assist with PA Program Events such as New Student and Clinical Orientation
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Compose meeting agendas and minutes, correspondence, type and revise forms, tables, handbooks, spreadsheets, flyers, etc.
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Assist with faxing, filing, sorting.
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Mail packages, distribute mail.
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Compose correspondence and memos from brief verbal instructions or notes.
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Assist in clinical clerical work as needed.
7. Facilitate local site operations
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Maintain Calendar for the PA Program. Includes submitting IAV work orders and coordination of IAV techs through DoIT or St. Petersburg College when necessary.
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Communicate with University Partnership Center, St. Petersburg College, and National University of Health Sciences and/or CNHS and Barry departments.
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Coordinate local community events involving faculty and staff
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Liaison for and participation in local community-sponsored educational events promoting the university and the PA program.
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Secure and preparing materials/information as needed for projects, reports, meetings and presentations
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Order office supplies, assist faculty when ordering medical supplies
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Manage the office facilities by acting as liaison with facilities management
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Organize and maintain inventory for PD lab supplies
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Maintain equipment and supplies necessary to serve all office functionality.
Qualifications/Requirements
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An Associate's degree or Vocational/technical training is required
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Bachelor's degree in any field is preferred
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1-3 years of relevant experience is required.
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Advanced skills using MS Office Suite (Word, Outlook, Excel) and MS Teams.
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Prepare schedules and spreadsheets
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Independently initiate projects on time to complete
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Excellent communication skills, verbal and written
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Must possess excellent customer service skills
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Assist the faculty in supporting the Physician Assistant Program to further the University Mission
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Collaborate with others in the Physician Assistant Program in demonstrating the core commitments of the University
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Be accountable to others in the Physician Assistant Program to exemplify the University Mission
Barry University is an Equal Opportunity Employer, committed to a diverse and inclusive work environment.
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