Full Job Description
The Senior Administrative Assistant provides receptionist and administrative support to the Director of Clinical Education, clinical coordinators, and clinical staff of the Physician Assistant Program. The position reports to the Director of Clinical Education of the Physician Assistant Program.
Essential Duties and Responsibilities
- Greet and assist visitors when they enter the department and serve as the point of contact for general inquiries made via email and telephone.
- Regularly check the azpaclinical@midwesteedu inbox and provide answers to students and preceptors as appropriate. Direct all other inquiries to the appropriate clinical staff or faculty. Update and send preceptor materials and communication from the Program.
- Provide administrative support for clinical courses including:
- Creation and maintenance of student preceptor and credentialing files
- Track immunization and compliance training documents required for clinical rotations.
- Process Preceptor/Site Profile forms and maintain preceptor files
- Convert course materials to PDF format, prepare copies and post to Canvas
- Post assessment grades
- Track and process clinical rotation documents (e.g., mid-rotation evaluation, end- rotation evaluation, patient logs, etc.)
- Assist with operations of clinical assessment da
- Assign End of Rotation examinations.
- Proctor exams (End of Rotation exams, mid-year, and end-of-curriculum exams)
- Organize and maintain data critical for the program’s accreditation and clinical training (e.g., preceptor list, student performance)
- Format Clinical Year Manual
- Maintain site/preceptor data within Exxat.
- Draft preceptor feedback letters annually.
- Process preceptor continuing education credit
- Provide administrative support for clinical year students, including:
- Provide instructions and verify online curriculum
- Track student absences from rotation
- Provide support for CREW, graduation, banquets, preceptor gifts, etc. i.e., gather materials and track RSVP’s
- Provide administrative support for the Clinical Year Committee, including:
- Scheduling room reservations and sending out meeting invites
- Documenting meeting minutes.
- Providing administrative cross-coverage support for didactic training as necessary
- Record and prepare Department Meeting minutes.
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This individual must have the ability to work in a constant state of alertness and safe manner and must have regular, predictable, in-person attendance.
Other Qualifications
The individual must be professional in interacting with internal and external contacts and highly organized and meticulous. The individual must possess good oral and written communication skills, as well as the ability to work well under pressure and manage multiple priorities and deadlines. The individual must be a self-starter and able to maintain the confidentiality of student, faculty, and clinical preceptor information.
Education and/or Experience
High school diploma or GED and 3-5 years administrative support experience in an office or educational setting required. One year’s certificate from college or technical school and/or Associate degree and 5-7 years relevant working experience preferred. Experience working in a team and customer service-oriented environment. Excellent written and verbal communication skills.
Computer Skills
Must possess excellent computer skills in Microsoft Office (Word, Excel, Outlook). Experience with Canvas desired.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this Job, the employee is occasionally required to stand, walk, use hands to handle or feel and reach with hands and arms. The employee is regularly required to sit, talk, and listen. The employee must occasionally lift and /or move up to 10 pounds.
Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.
Midwestern University is a private, not-for-profit organization that provides graduate and post-graduate education in the health sciences. The University has two campuses, one in Downers Grove, Illinois and the other in Glendale, Arizona. More than 6,000 full-time students are enrolled in graduate programs in osteopathic medicine, dentistry, pharmacy, physician assistant studies, physical therapy, occupational therapy, nurse anesthesia, cardiovascular perfusion, podiatry, optometry, clinical psychology, speech language pathology, biomedical sciences and veterinary medicine. Over 500 full-time faculty members and 400 staff members are dedicated to the education and development of our students in an environment that encourages learning, respect for all members of the health care team, service, interdisciplinary scholarly activity, and personal growth.
We offer a comprehensive benefits package that includes medical, dental, and vision insurance plans as well as life insurance, short/long term disability and pet insurance. We offer flexible spending accounts including healthcare reimbursement and child/dependent care account. We offer a work life balance with competitive time off package including paid holiday’s, sick/flex days, personal days and vacation days. We offer a 403(b) retirement plan, tuition reimbursement, child care subsidy reimbursement program, identity theft protection and an employee assistance program. Wellness is important to us and we offer a wellness facility on-site with a fully equipped fitness facility.
Midwestern University is an Equal Opportunity/Affirmative Action employer that does not discriminate against an employee or applicant based upon race; color; religion; creed; national origin or ancestry; ethnicity; sex (including pregnancy); gender (including gender expressions, gender identity; and sexual orientation); marital status; age; disability; citizenship; past, current, or prospective service in the uniformed services; genetic information; or any other protected class, in accord with all federal, state and local laws and regulation. Midwestern University complies with the Smoke-Free Arizona Act (A.R.S. 36-601.01) and the Smoke Free Illinois Act (410 ILCS 82/). Midwestern University complies with the Illinois Equal Pay Act of 2003 and Arizona Equal Pay Acts.
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.