Administrative Assistant for the Illinois Physician Assistant Program

Responsibilities:

• Scheduling
  • Works closely with the Coordinators in scheduling instructors
  • Communicating with instructors on date and time availability each semester
  • Creating a monthly calendar for the students
• Coordination/scheduling of various PA Program Committee meetings
  • Assists with general correspondence, surveys, funding applications, scheduling appointments, & self-study reports
  • Prepares material for distribution to students; such as examinations if necessary, room availability
• Records Maintenance
  • Student Files – academic/clinical, correspondence
  • Organize and maintain all course lecture material and assessments in BOX
  • Syllabi
  • Maintenance and Creation of Test files – Examsoft, PAEA, End of Rotation Exams, Etc.
  • Evaluations Bio/Sketch- Health Forms
  • Ensure students have updated health forms/Immunizations through EXXAT
  • Ensures forms are reviewed and in compliance.
• Typing and Filing
  • Correspondence
  • Meeting Minutes
  • Examinations
  • Evaluations Forms
  • Lecture Outlines
• Emails and Calls
  • Responds to inquiries
  • Records and delivers messages
• Other duties may include:
  • Proctoring of Exams and Room Requests
  • Downloading lectures and syllabi to Canvas
  • Coordinate Exxat portal

Qualifications:

Education/ Experience

• High School Diploma/GED Eqvlnt.
• Associates Degree Preferred.
• 2 or more years’ experience with administrative work, preferably in education
• Associates or Bachelor’s Degree recommended

• Strong interpersonal skills are required both written and oral
• Well organized
• Able to prioritize tasks and manage multiple and varied tasks with frequent high levels of urgency and sensitivity
• Must be able to work collaboratively and effectively with colleagues in a team environment.
• Proficient knowledge of Microsoft Office Suite including Word, Excel, PowerPoint, Outlook, & Zoom
• Requires ability to manage multiple and varied tasks
• Timely response to emails (within 24 hours)
• Learning Management Systems such as Canvas®, Examsoft® is preferred

• Sitting for long periods of time
• Extensive use of computers
• Ability to lift a minimum of 5 lbs.