Administrative Assistant II, Physician Assistant Program

• Note: This position is In Person.

• Processes electronic CASPA applications from the website and conduct initial application evaluations for the qualification of admission
• Completes weekly batch application downloads from CASPA and uploads to the Colleague
• Analyzes and resolves batch application upload errors and or application ambiguities
• Performs electronic updates to contact information, application status, and restrictions within Colleague
• Enters data of applicant GPA, GRE scores, and coursework evaluation into the algorithm spreadsheet and Pipeline Report and miscellaneous ad hoc reports for periodic review by faculty

• Trains and supports faculty and staff on current admissions processes and University policies related to eligibility and matriculation Criteria. Troubleshoot online platforms (i.e., MyBarry Accounts, CASPA, Barry main website)
• Participates in planning initiatives to enhance current application platforms used in managing the admissions process
• Attends Admissions Team & Committee meetings when scheduled
• Attends Webinars and telephone conference calls quarterly
• Collaborates within the Department, University-wide, and External Events
• Collaborates and interacts with various University staff related to document sharing and deposit payments (transcripts, GRE, applications, checks).

• Maintains PA Program document libraries and permissions on SharePoint with regard to faculty, staff, and students.
• Manages faculty, staff, student, and alumni survey implementation, collection, and distribution.
• Develop final reports and distribute to faculty as directed.
• Implements surveys as needed.
• Coordinates and monitors graduate catalog entries with the PA program web page to ensure accuracy and congruence of information.

• Creates and maintains preliminary schedules. Serve as the primary (or secondary) person to update and edit schedules.
• Confirms office times and guest lecturers on all course syllabi.
• Confirms lecture times, communicates conflicts, and proposes 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 informs students of schedule changes.
• Assists in printing/ formatting clinical skills exams, creates pairings of first and second-year students and Clinical Skills Exam schedules as directed in the syllabus.
• Coordinates and schedules first-year students’ patient care visits.
• Assists 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
• Monitors student flow/ attendance during labs
• Maintains equipment and supplies necessary to serve all office functionality.
• Organizes and maintains inventory for PD lab supplies
• Creates and track attendances (log absences, update attendance system, manage daily sign in sheets, generate attendance reports)
• Inputs clinical information into database(s)
• Assists faculty and staff in LMS.

• Proctor exams, supervising students in classroom via the Learning Management System (currently Canvas).
• Proctors students testing in a distraction-free environment per accommodations.
• Assists faculty to proctor exams, supervising students in the classroom via the Learning Management System (currently Canvas).
• Receives visitors
• Answers telephone, takes messages, and replies to questions in accordance with general instructions. Transmit instructions or information to and from staff members.
• Assists with PA Program Events such as New Student and Clinical Orientation
• Composes meeting agendas and minutes, correspondence, type and revises forms, tables, handbooks, spreadsheets, flyers, etc.
• Assists with faxing, filing, and sorting.
• Mails packages, distributes mail.
• Compose correspondence and memos from brief verbal instructions or notes.

• New Student Orientation, Primary Care Review Conference, White Coat Ceremony, Annual retreat, Medical Spanish, Clinical Orientation, and Interprofessional education events.
• Facilitates Program-wide events.
• Collaborates with PA, CNHS, University-wide, and external events.
• Reserves rooms, classrooms, and works with vendors for food or equipment

• Serves as backup to Track student compliance with program requirements via a confidential database

• Maintain the Calendar for the PA Program. May include submitting IAV work orders and coordination of IAV techs through DoIT or St. Petersburg College when necessary.
• Communicates with University Partnership Center, St. Petersburg College, National University of Health Sciences CNHS and Barry departments.
• Coordinates local community events involving faculty and staff
• Liaison for and participation in local community-sponsored educational events promoting the university and the PA program.
• Secures and prepares materials/information as needed for projects, reports, meetings, and presentations
• Orders office supplies, assists faculty when ordering medical supplies
• Manages the office facilities by acting as a liaison with facilities management
• Organizes and maintains inventory for PD lab supplies

• High School diploma or GED is required. An Associate’s degree or Vocational/technical training is preferred.
• 1-3 years of relevant experience is required.
• Advanced experience with the MS Office suite, LMS, and databases within the program.
• Excellent communication skills, verbal and written.
• Great customer service skills
• Must be able to attend local community-sponsored educational events.

Benefits: Barry University offers a comprehensive benefits package to full-time employees that includes health, dental, vision, life insurance, retirement, tuition assistance, paid time off and work/life balance initiatives such as wellness programs, spirituality in the workplace, and training and development.