The Office Manager will play a critical role in the day-to-day operations and overall organization of the program, while ensuring efficient communication between departments, students, faculty (both full-time, part-time, and adjunct), and other university offices.
Position requires 40 hours per week of weekday schedule with attendance at occasional evening and weekend events.
Responsibilities:
Support for Department Personnel
Provides effective, comprehensive administrative services for the faculty, staff, and department leadership to ensure proper functioning of day-to-day operations of the Physician Assistant program.
Serves as the primary point of contact to support adjunct faculty members regarding onboarding, payroll issues, scheduling, document collection, textbook acquisition, and other administrative needs.
Supports Director of Admissions & Alumni Development for PA program in interacting with financial aid and registrars office to monitor and maintain records of students progress through the program, and provides additional assistance for tours, information sessions, orientation, and administrative needs.
Conducts new faculty and staff onboarding and systems training.
Offers guidance, support, orientation, and cross-training to support staff and student employees as needed.
Organizational Systems and Reporting
Supports ARC-PA accreditation process through effective record keeping, data collection, and formulation of accreditation reports at instructed.
Schedules, creates, and distributes agendas, and takes minutes for weekly faculty meetings and annual department retreats.
Establishes and manages filing systems using judgment and knowledge of department and university requirements.
Assists in planning, prioritizing, delegating daily workflow, including hiring and training student workers.
Organizes and files waivers signed by students and adjunct faculty.
Supports the Professional and Academic Standards committee to produce, submit, and file letters related to student performance and progression.
Purchasing and Procurement Management
Provides support to the faculty members of the program, processing expense requests, assisting with payment matters, and assisting with navigating university processes.
Processes Honorarium paperwork to include: Professional Services Agreement, W-9, and Manual Timesheet.
Assists Clinical Lab Instructors with application through Paycom link, collects and files CV and state license documentation, processes timesheets, and schedules for labs, and assists as needed with orientation to program and university policies and procedures.
Initiates purchasing requisitions through MyMU portal for travel, equipment, supplies, honorariums, contracts, and mileage reimbursements.
Secures competitive quotes for equipment, supplies, and other purchases through University-approved vendors.
Places orders, coordinates delivery, and oversees appropriate forms of payment per University guidelines to include P-card, corporate card, virtual card, travel card, check, and ACH.
Processes invoices for large ticket items such as EVMS, ARC-PA dues, PAEA dues, Rosh Review, Annual PANCE review course, and other items as needed.
Internal and External Communications
Answers telephones and directs calls to appropriate persons or takes detailed messages.
Participates in digital platform meetings (e.g., Zoom, et al.) arranging and coordinating scheduled meetings, as needed.
Assists with Department and Student Handbook review/update, as needed.
Distributes internal announcements to faculty, staff, and students relevant to campus activities, support, and safety.
Serves as a liaison to students, faculty, adjunct faculty, support staff, advisory board members, and other departments by explaining policies and procedures, answering questions, and handling special requests or routing concerns to appropriate staff or faculty members, as appropriate.
Solicits and gathers program news and announcements to be submitted to the Green and Gold University Newsletter, MU Today, and other publications, as requested.
Assists didactic students with registration for classes each semester.
Curriculum Support
Manages textbook adoptions for faculty and orders desk copies from publisher, as needed.
Facilitates processing of affiliation agreements for Pre-Clinical Experience sites for didactic year.
Schedules and credentials first-year students for Pre-Clinical Experiences.
Coordinates the collection and submission of all course syllabi, and faculty/staff/adjunct CVs for accreditation and university academic affairs reporting.
Assists with proctoring exams and coordinating practical exams as needed, in addition to coordinating catering, student technology reservations, and classroom assignment allocation.
Establishes and manages equipment, assessment tools, and supply inventory. Monitors and facilitates student lending/return of department materials.
Manages supplies for Anatomy Lab to include keeping inventory, placing orders as needed, coordinating delivery, and overseeing appropriate form of payment per University guidelines and coordinating interdepartmental transfer each year with DPT and OTD programs for shared expenses related to the Anatomy Lab.
Compiles exam schedule for each semester to be reviewed by faculty.
Assists the Academic Coordinator in developing the class schedule for each semester.
Composes a schedule for the Item Review Committee to review exams each semester prior to administration.
General Department Management
Ensures that classrooms and lab spaces are clean, stocked, and secure. Creates appropriate signage as needed.
Manages scheduling and coordination of department calendar.
Requests and monitors parking passes.
Generates and confirms work orders.
Serves on department committees, as requested.
Creates and updates rosters for PA program students, Department Faculty, Adjunct Faculty, and program staff.
Performs other duties as assigned by the Program Director.
Special Events
Assists in coordinating and executing departmental special events to include: New Student Orientation, Admission Interviews, White Coat Ceremony, Graduation, National PA Week, ARC-PA Site Visits, invited guest speakers, and others as assigned.
Education/Experience:
Bachelors Degree from a regionally accredited institution is required.
Experience in academic setting preferred.
Skills:
Must have knowledge of MS Office to include Word and Excel.
Experience with statistical software preferred.
Strong organizational, planning, and execution skills.
Self-motivated with outstanding attention to detail.
Knowledge and ability to organize and establish work priorities in all situations and to meet deadlines with minimum supervision.
Ability to assist multiple people of varying levels of academic appointment.