CCPA - Administrative Assistant (CA)

Job Description

Job Description

Description:

The Didactic Administrative Assistant provides comprehensive support for the Didactic year of the Central Coast Physician Assistant (CCPA) Program by managing the logistics of assessments, overseeing faculty/student logistics, and executing the didactic year White Coat Ceremony.

Position Responsibilities:

1. Assessment & Lab Operations:

• OSCE & Virtual Assessment Management: Manage station timing, student schedules, and evaluation rubrics for Objective Structured Clinical Examinations. Manage the digital technology for telehealth OSCEs and remote grading sessions, including handling digital breakout rooms and troubleshooting connection issues for remote faculty.
• Standardized Patients (SPs): Recruit, onboard, and schedule SPs.
• Lab Scheduling Management: Act as the primary lab scheduling manager. Track and manage faculty personnel needs from Course Directors a minimum of one month prior to each academic term.
• Lab Setup, Teardown, & Logistics: Oversee inventory for medical consumables (sutures, gloves, diagnostic tools). Serve as the primary Lab Setup and Clean-up Manager, handling all physical setup, teardown, and required photocopying for all labs and skills assessments according to specific inventory protocols: Compile all required equipment into labeled tubs well in advance of each session. Clearly mark each tub with the date of the lab, a complete list of its contents, and a "Do Not Use for Other Purposes" warning. Promptly place orders if any pieces are missing during assembly to ensure labs are fully stocked before they occur.
• Student Lab Logistics: Manage randomized student pairings, small groups, or lab cohorts throughout the academic year based on faculty specifications. Generate clear, comprehensive schedules detailing when and where each student group reports, and distribute all group lists, schedules, and logistical instructions to students in a timely manner.
• Remediation & Accommodations: Coordinate specialized scheduling, room booking, and proctoring for students requiring retakes or disability accommodations.

2. Didactic Year Administration

• Exam Proctoring: Supervise high-stakes assessments, enforce "clean desk" policies, and manage technical troubleshooting for digital testing.
• Academic Liaison & First-Line Communication: Act as a strategic gatekeeper for faculty. Serve as the first point of contact to field and resolve student inquiries regarding initial, non-academic lab logistics, routing complex or academic concerns to the appropriate faculty member. Manage a formal appointment system for student faculty visits.
• Attendance & Professionalism: Review and process student absence requests; maintain the master "day-off" tally and track professionalism infractions across the cohort.
• IPE Coordination: Serve as the liaison for Interprofessional Education (IPE), syncing calendars with Nursing and MD programs for joint learning events.

3. Faculty & Program Operations

• Guest Lecture and Adjunct Management: Manage the administrative onboarding process for adjuncts and guest lecturers, including W9s, contract renewals, and maintaining updated CVs/licenses. Manage communications with guest lecturers to ensure they have digital and physical campus access.
• Proactive Adjunct Scheduling: Maintain a rolling, 3-month forward-facing Master Adjunct Calendar detailing every lab throughout the year by its specific type (OSCE, Physical Exam, Technical Skill, or Cases). Proactively follow up via phone and email to ensure all staffing needs are secured well before the start of each term.
• Financial Administration: Process check requests for adjunct faculty and guest lecturers. Manage purchasing requisitions for all didactic year lab and skills supplies.
• Recruitment: Organize faculty/staff interview days, including itinerary creation and related paperwork.
• Communications: Record and distribute minutes for assigned committees; distribute "Week Ahead" summaries to students regarding schedule shifts or deadlines.

4. Major Program Events

• White Coat Ceremony: Manage the speaker scripts, white coat fittings/ordering, seating charts, and coordination for the annual White Coat Ceremony.
• External Relations: Support Open House events and other programmatic outreach initiatives.

5. General Operations & Faculty Support

• Communications: Serve as the primary point of contact for the program, leadership, faculty, and visitors; manage all correspondence with professionalism and a high sense of urgency, while providing a welcoming, professional presence at the front desk.
• Administrative Support: Provide direct clerical assistance to the Director of Clinical Education (DCE), the Program Director, and Clinical Coordinators.
• Meetings & Records: Schedule committee meetings, produce accurate minutes, and maintain organized data files in alignment with FERPA guidelines.
• Program Initiatives: Support major program events, proctor assessments, and assist with special projects as assigned.

Required Skills & Qualifications:

• Technical Proficiency: Advanced knowledge of Microsoft Office products and familiarity with digital meeting platforms (e.g., Zoom/Teams breakout rooms and troubleshooting).
• Compliance Knowledge: Understanding of FERPA and confidentiality guidelines.
• Detail Orientation: Ability to audit documents, manage detailed inventory lists, and maintain data integrity across multiple platforms.
• Communication: Strong verbal and written communication skills, with the ability to assertively coordinate schedules via phone and email.
• Education Requirement: High school diploma.
• Experience Requirement: 3-5 years experience in an administrative role.

The campus is moving from Santa Maria to San Luis Obispo, CA, in late September 2026. The successful candidate must be able to commute to the Santa Maria campus for the first few weeks of employment until the relocation.

ATSU offers a comprehensive benefits package including medical, dental, and vision coverages, among more. If eligible, employee-elected benefits would begin the first of the month following hire date. For more information, please visit: atsu.edu/employment/benefits.

A.T. Still University (ATSU) does not discriminate on the basis of race, color, religion, ethnicity, national origin, sex (including pregnancy), sexual orientation, age, disability, or veteran status in admission or access to, or treatment or employment in its programs and activities.