Administrative Assistant – Physician Assistant Program

Concordia is a Lutheran higher education community committed to helping students develop in mind, body, and spirit for service to Christ in the Church and in the world.

Position Summary

The Administrative Assistant shall serve as the receptionist, perform secretarial duties, provide administrative support in areas of purchasing, professional correspondence and assisting the PA Program Director and faculty in the collection of data related to student performance across the curriculum in the didactic year; coordinate student schedules, manage calendars including classroom scheduling, meeting schedules, and special events; and organize and maintain the departmental office.

Job Duties and Responsibilities

• Serve as the first contact with students, parents, and the public visiting the PA program, greeting and directing visitors in a friendly and professional manner
• Perform general office responsibilities including answering and directing phone calls; providing office support (typing, filing, copying, etc.); opening and sorting mail; email correspondence; and managing room reservations as required
• Coordinate projects, schedules, and meetings as requested
• Prepare reports and grant materials as requested
• Order and maintain office supplies and equipment
• Maintain multiple Excel spreadsheets of data and be able to use filters to create charts for analysis of that data in order to generate reports
• Maintain departmental budgets including annual budget reports for the Program Director
• Coordinate student processes during admissions process by verifying that any requirements for matriculation have been met and contacting applicants with reminders and follow up
• Maintain student files, organize course materials, communicate with students, and direct students to appropriate resources/departments when needed
• Prepare adjunct/instructional faculty contracts and requisitions for Physician Assistant Program as directed
• Administer surveys to students, graduates, and alumni at faculty request; monitor responses; and collate the data in Qualtrics or other survey collection tool
• Coordinate adjunct faculty files and course materials and communicate with adjunct faculty as directed
• Make travel arrangements for faculty members as directed
• Provide computer and technical support to students and faculty as needed
• Produce letters, reports, newsletters and various other original publications for courses and presentations
• Coordinate communication with various offices within the University as well as outside constituents
• Participate in the annual review of the PA program mission
• Promote the mission of Concordia University to all faculty, staff, students and to the community at large
• Promote effective working relationships among faculty, staff, students, alumni, professionals and the general public
• Maintain records and files; maintain confidential files in locked cabinets and/or password protected digital files as required
• Initiate action as necessary for the handling of work items and issues related to departmental faculty, staff, and students
• Initiate and maintain student, clinical, alumni and professional contact databases
• Maintain departmental calendars
• Take minutes for department meetings and other committee meetings as assigned
• Complete institutional and program accreditation reports and other reports necessary for the operation and advancement of the PA program and/or University
• Assist admissions with the collection and documentation of admission application demographic data as requested
• Coordinate admission visit days, student orientation, white coat ceremony, and graduation events
• Maintain conscientious work ethic to include punctuality, professional dress and demeanor
• Participate with program personnel in the End of Program review of all aspects of the program and provide suggestions for modifications to improve deficiencies related to the administration of the program.
• Other duties as assigned

Knowledge, Skills, and Abilities

• Professional telephone skills and etiquette
• Excellent communication skills (verbal and written)
• Excellent typing skills and organization skills
• Computer and software application skills such as Microsoft Word, Microsoft Excel, Banner, Qualtrics, WebAdMIT, Concur Solutions
• Knowledge of basic office equipment (e.g., copiers, fax machine, etc.)
• Ability to follow and share information regarding university policy and procedure
• Ability to maintain strict confidentiality
• Proficiency in filing and general clerical functions
• Self-motivated; conscientious; able to work both independently and as a member of a team; ability to handle multiple responsibilities concurrently
• Work schedule flexibility
• Supportive of the mission and values of Concordia University Wisconsin/Ann Arbor and the Lutheran Church Missouri Synod (LCMS)

Education and Experience

• Required: High school diploma; two years office experience
• Preferred: Two-year degree. Excel data collection experience

Physical Demands/Equipment

Compensation and Benefits

This is a full-time, non-exempt (hourly) staff position. Starting range is dependent upon on individual qualifications and experience. Concordia University benefit options include, but are not limited to the following:

• Vacation, Sick and Holiday pay
• Paid Parental Leave
• Health, Dental and Vision Insurance
• Personal Spending Account, Flexible Spending Account, and/or Health Savings Account
• Disability and Survivor Plan
• Retirement Pension Plan
• Retirement 403(b) Savings Plan
• Basic Life and Supplemental Life Insurance
• Accidental Death and Dismemberment Coverage
• Critical Illness and Accident Insurance
• Tuition waiver benefits (available for employees and their qualified dependents)

Compensation and Benefit Details

Equal Opportunity Employer

It is the policy of CU to provide equal opportunity to all employees and applicants for employment in accordance with all applicable federal, state, and local laws.

The University will not discriminate against or harass any employee or applicant for employment because of race, color, sex, pregnancy, national origin (including ancestry), citizenship status, physical or mental disability, age, marital status, gender, veteran or military status, predisposing genetic characteristics, domestic violence victim status, or any other characteristic protected by federal, state or local laws.

However, CU is an institution of the LCMS and, to the extent allowed by law, CU reserves the right to give preference in employment based on religion. In addition, preference in holding certain employment positions is given to ordained or rostered ministers of the LCMS. Based on a religious tenet, CU recognizes only male, LCMS ordained Ministers of the Gospel, but recognizes both male and female LCMS Rostered Ministers of the Gospel.

The Human Resources Department has been appointed to manage the equal employment opportunity program, including all equal employment opportunity activities, as required by federal, state and local agencies. If any employee or applicant for employment believes this policy has been violated, he/she must contact the Director of Human Resources.

Concordia University is a HLC accredited, co-educational, liberal arts school offering more than 72 undergraduate majors, over 35 master’s degree programs, and 5 doctoral programs. There are also a variety of accelerated evening and e-learning programs.