Administrative Assistant II - Physician Assistant Program

Carlow University’s College of Health and Wellness is seeking a full-time Administrative Assistant II to provide administrative and organizational support for the Physician Assistant Master’s Degree Program.

Under general direction, this position provides administrative and organizational support to the Physician Assistant Department Chair, Director of Clinical Education, and faculty. The position requires strong professional administrative skills, interpersonal communication abilities, customer service orientation, sound judgment, attention to detail, and the ability to work collaboratively with University personnel and a diverse population.

Cross-training within other College departments is required. All staff in the College of Health and Wellness are expected to be willing and able to provide coverage for other departments when a need arises.

Qualifications

This position requires:

• Professional administrative skills and strong interpersonal communication abilities.
• A customer-service orientation and the ability to collaborate effectively with all University personnel.
• The ability to exercise sound judgment when establishing priorities and solving problems.
• Strong attention to detail.
• Ability to work effectively with a diverse population.
• Initiative and the ability to work independently toward assigned goals and accomplishments.
• Ability to maintain strict confidentiality and handle sensitive matters with discretion, diplomacy, and good judgment.
• Ability to recognize and respond to emergent situations as necessary.
• Excellent organizational, analytical, and problem-solving skills.
• Willingness to take initiative in addressing issues and solving problems as they arise.
• Ability to independently acquire and apply new knowledge and recognize learned experiences as opportunities for professional growth while effectively modeling growth.
• Ability to follow projects through from beginning to completion.
• Ability to manage multiple complex projects simultaneously.
• Understanding of the need for flexible work hours.
• Ability to adapt to change with little notice.
• Understanding of and adherence to business ethics.
• Ability to work collaboratively across University units.

Education and Experience

• Associate degree and/or three to five years of administrative support experience working with senior-level managers.
• Experience in a higher education environment is preferred.

Required Skills & Abilities 

Microsoft Office and Adobe

• Proficiency in the Microsoft Office Suite.
• Adobe Professional experience is recommended.
• Ability to create, edit, and proofread routine letters, reports, email communications, presentations, spreadsheets, and other documentation.

Microsoft Word

• Ability to create, edit, and format multi-page documents using headers, footers, page numbering, tables of contents, tables, and graphics.
• Ability to create mail merge documents, including letters and mailing labels.

Microsoft Excel

• Ability to create spreadsheets.
• Ability to calculate arithmetic formulas.
• Ability to filter and sort data.

Microsoft PowerPoint

• Ability to create, format, and edit slides and presentations.
• Ability to insert graphics, sound objects, and HTML links.

Microsoft Outlook

• Ability to create appointments.
• Ability to establish and coordinate meetings.
• Ability to track meeting attendance.
• Ability to attach documents to emails and meetings.

Exaat Student Tracking System

• Ability to utilize the Exaat Student Tracking System.

Communication Skills

• Maintain a professional demeanor in face-to-face, telephone, and email communications.
• Ability to communicate effectively with a diverse population.
• Ability to remain calm under pressure and when dealing with challenging situations.
• Proven ability to maintain strict confidentiality and handle sensitive matters using discretion, diplomacy, and good judgment.
• Excellent written and spoken English language skills.
• Ability to efficiently operate telephone, email, and related communication systems.
• Monitor and post on social media as requested on behalf of the department.

Critical Thinking and Problem-Solving

• Recognize and respond to emergent situations as necessary.
• Demonstrate excellent organizational skills.
• Demonstrate proven analytical and problem-solving skills and willingness to take the initiative to address issues and solve problems as they arise.
• Independently acquire and apply new knowledge and recognize learned experiences as opportunities for professional growth while effectively modeling growth.

Additional Requirements and Responsibilities

• Follow through on projects from beginning to completion.
• Work effectively on multiple complex projects simultaneously.
• Understand and accommodate the need for flexible work hours.
• Adapt to changes with little notice.
• Demonstrate an understanding of and adherence to business ethics.
• Work collaboratively across other University units.
• Order, track, unpack, and maintain inventory of all medical supplies.
• Manage electronic files and all documents related to accreditation.
• Provide administrative functions related to the hiring of adjunct faculty.

Essential Duties and Responsibilities

Under general direction, the Administrative Assistant II will:

• Provide administrative and organizational support to the Physician Assistant Department Chair, Director of Clinical Education, and faculty.
• Cross-train within other College departments and provide coverage for other departments when a need arises.
• Determine ways to increase the efficiency and effectiveness of general office procedures and processes.
• Screen and direct inbound inquiries and telephone calls.
• Respond to moderately complex questions, provide information, and direct callers as appropriate.
• Analyze problems and resolve issues as necessary.
• Greet visitors and attend to their needs.
• Interface and communicate across various University units with all levels of internal constituencies, as well as with external contacts, including vendors, clinical site preceptors, and professional agencies.
• Monitor and track multiple unit accounts with active purchasing activities by maintaining running balances of subaccounts established within the department.
• Prepare financial reports for the supervisor to support financial decision-making.
• Prepare moderately complex financial documents using accurate financial coding and documentation as necessary.
• Collect, compile, and analyze moderately complex data and information.
• Compose straightforward written descriptions of results.
• Conduct initial research to gather information for the supervisor regarding topics of interest.
• Draft and/or prepare reports.
• Independently make and/or cancel appointments.
• Update, maintain, and monitor calendars.
• Schedule meetings, classrooms, and meeting rooms.
• Arrange the use of outside facilities, when necessary.
• Review and distribute incoming mail and reroute mail, fax, and copy documents as appropriate to request or initiate action and ensure results.
• Assess the confidentiality of all information received or requested and respond accordingly.
• Plan and coordinate meetings and communicate with other units, including Facilities and Food Service, to ensure all resources are prepared and in place for meeting participants.
• Prepare meeting agendas and take minutes.
• Train, assign work to, and review the work of student employees.
• Ensure office management procedures are followed and that unit equipment and supplies are maintained.
• Back up administrative assistants in other University and College departments as needed and as available.
• Serve as minute taker for Department and College committees and special meetings.
• Demonstrate and reflect an understanding of and commitment to the mission, vision, and core values of Carlow University and the Sisters of Mercy.