Program Assistant-Physician Assistant Program

Job Description

Job Description

Position Summary:

The Physician Assistant Program is seeking a detail-oriented, personable Part-Time Program Assistant to support the daily operations of the PA program. This role provides essential administrative, clerical, and student-facing support to the Program Director, faculty, and staff, helping ensure the program runs smoothly and remains compliant with accreditation and academic standards. This is an excellent opportunity for someone who enjoys higher education, healthcare, or academic environments and wants to contribute to the training of future physician assistants.

Essential Job Duties and Responsibilities:

Administrative & Office Support

• Provide day-to-day administrative support to the Program Director, faculty, and clinical coordinators
• Answer and route phone calls, emails, and in-person inquiries from students, applicants, faculty, and visitors
• Draft, format, and proofread correspondence, memos, syllabi materials, and reports
• Maintain organized physical and electronic filing systems, including confidential student and accreditation records
• Order and maintain office and classroom supplies

Scheduling & Coordination

• Manage calendars and schedule meetings, interviews, and faculty appointments
• Coordinate logistics for program events such as orientation, white coat ceremonies, admissions interviews, advisory board meetings, and faculty meetings
• Assist with room reservations, catering, and AV setup for meetings and events
• Help coordinate faculty and preceptor scheduling for lectures, labs, and clinical rotations

Student & Program Support

• Serve as a friendly first point of contact for prospective and current PA students
• Assist with tracking student compliance documents (immunizations, background checks, certifications) as required for clinical placements
• Support admissions activities, including processing applications, scheduling interviews, and communicating with applicants
• Help maintain program databases and student records in compliance with FERPA and accreditation (ARC-PA) standards

Data & Documentation

• Assist with preparing materials for accreditation reports, self-studies, and site visits
• Enter and maintain data in student information systems, learning management systems, and databases
• Track program budgets, process invoices, and reconcile expenses as needed
• Prepare meeting agendas and minutes for faculty and committee meetings

Qualifications:

• High school diploma or GED required; Associate's degree preferred
• 1–2+ years of administrative, clerical, or office support experience (healthcare, academic, or higher education setting preferred)
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and comfort learning new software systems
• Strong written and verbal communication skills
• Excellent organizational skills and attention to detail
• Ability to handle confidential and sensitive information (student records, medical/compliance documents) with discretion
• Strong customer service orientation and professionalism when interacting with students, faculty, and visitors
• Ability to multitask and prioritize in a deadline-driven environment

Preferred Qualifications:

• Experience working in a medical, health sciences, or graduate education program
• Familiarity with FERPA and/or ARC-PA accreditation standards
• Experience with learning management systems (Canvas, Blackboard) and/or CRM/admissions software (e.g., CASPA)

Additional Information:

This job description is not intended to be an exhaustive list of all responsibilities, skills, efforts, or working conditions associated with the position. It is, instead, a description of the essential elements of the position.

This position is based in an office setting within the PA Program suite. Occasional support may be needed for evening events (e.g., orientation, information sessions), with advance notice provided.