Administrative Assistant II, Physician Assistant Studies

Administrative Assistant II, Physician Assistant Studies

Position Information

Posting Number - 201104867

Position Title - Administrative Assistant II, Physician Assistant Studies

State - WI

Employment Status - Full Time

Position Status - Regular

Position Type - Staff

Job Family - Operations and Administrative Services

Position Overview - Be The Difference Begins with Great People. Are you looking for a new opportunity where you can make the difference in the lives of students and faculty? We're always looking for highly talented individuals to join our team people who think big, care deeply, and believe in being the difference in their work and community. We prioritize student success, access to education, and service in our work to educate well-rounded servant leaders who transform their fields, our society and the world. Our Catholic, Jesuit approach emphasizes student engagement with the world around them and formation of the heart and mind. We believe in our mission: The search for truth, the discovery and sharing of knowledge, the fostering of personal and professional excellence, the promotion of a life of faith, and the development of leadership expressed in service to others. These core values guide our relationships with our students, each other, and our community. Marquette University offers a rich and competitive Total Rewards package including medical, dental, vision, 403(b) with up to 8% university match, generous time off package, and tuition benefits for employees, spouses, and dependents with no payback requirement! For more information, please view our Total Rewards guide. This is your next opportunity to join an organization that invests in their employees' career journey by diversifying their skills, deepening their expert knowledge, encouraging a healthy work-life balance, focusing on personal wellbeing, providing leadership training, and sustaining a culture of respect and inclusion.

The Administrative Assistant provides comprehensive administrative support for the Physician Assistant Program, with primary responsibility for coordinating experiential learning activities, didactic course operations, and program events. This position works closely with faculty, instructional faculty, standardized patients, students, and university partners to support laboratories, simulations, Objective Structured Clinical Examinations (OSCEs), courses, and student programming. Responsibilities include scheduling and coordinating personnel and resources, maintaining course and program records, supporting faculty hiring and onboarding, and managing front office operations. The role requires strong organizational, communication, and problem-solving skills, as well as the ability to work independently while managing multiple priorities in a dynamic academic environment.

Duties and Responsibilities - 1. Experiential Learning Support: Coordinates and supports the delivery of experiential learning activities, including laboratories, OSCEs, simulation events, and community-based clinical experiences. Collaborates with faculty to manage student assignments, laboratory groups, schedules, and event logistics while overseeing setup and breakdown, supplies, equipment, and simulation technology needs. Recruits, trains, schedules, and communicates with standardized patients, ensuring coordination of scripts, event expectations, documentation, and payment processes. Serves as a key liaison among faculty, students, staff, and external partners to ensure successful execution of hands-on learning experiences. 2. Instructional Faculty Coordination: Coordinates instructional faculty participation for experiential learning activities by recruiting faculty, onboarding, managing schedules, communicating event details, identifying coverage needs, and coordinating payment information. 3. Didactic Course Support: Assists with the development and administration of didactic courses by building semester courses and calendars, processing student absence requests, supporting student accommodation, and tracking assessments for curriculum management. Ensure course access is maintained for all faculty in CheckMarq & D2L. 4. Program Support and Operations: Supports the daily administrative operations of the Physician Assistant Program by providing front office support, responding to phone, email, and in-person inquiries, assisting students and visitors, monitoring the program voicemail, and collaborating with staff to ensure efficient office operations. Coordinates weekly program meetings by preparing agendas with program leadership, tracking action items and program timelines, recording and distributing meeting minutes, and maintaining program communications. Manages the procurement, inventory, and distribution of experiential learning supplies in collaboration with faculty to ensure laboratories, simulation activities, and OSCE events are fully equipped and operational. 5. Student Organization & Event Support: Coordinates and manages major program events, including orientation, the White Coat Ceremony, graduation, and student engagement activities, by collaborating with faculty, staff, university partners, and Marquette University Student Academy (MUSA) representatives to develop timelines, coordinate logistics, secure resources, communicate event details, and ensure successful execution. Serves as the primary administrative liaison to student representatives and MUSA, providing ongoing support for student organization operations, fundraising initiatives, student requests, program activities, event planning, and the coordination of student-focused resources and experiences.

Required Knowledge, Skills and Abilities - High school diploma or GED Minimum 1 year of related administrative support experience Microsoft Excel/spreadsheet skills Excellent customer service and communication skills Excellent organizational and prioritization skills Ability to multitask and meet deadlines in a high-volume program.

Preferred Knowledge, Skills and Abilities - 2+ years of related administrative support experience Bachelor's degree in Business, Communications, Healthcare, or related field Work experience in higher education

Required Documents

Required Documents

1. Cover Letter/Letter of Application
2. Resume

Optional Documents

1. References

Posting Specific Questions

Required fields are indicated with an asterisk (*).

1. Do you have a bachelor's degree in one of the following fields: Business, Communications, or Healthcare? Please indicate which field of study. (Open Ended Question)
2. Do you have at least 1-3 years of experience working in a university setting?
   • Yes
   • No