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Administrative Secretary

Department:                Department of Physician Assistant Studies

Location:                      Erie

 

JOB DESCRIPTION – Admissions and Departmental Business

  • Position reports to the Department Chair/Program Director of the Department of Physician Assistant Studies and will work closely with the Department Chair/Program Director, Medical Director, Academic Director, Clinical Director, and Faculty/Clinical Coordinators.
  • Perform a wide variety of clerical and administrative duties including handling incoming messages; screening and refer calls and arrange appointments, as directed; reviewing and distribution of incoming mail; maintaining manual and computer files; preparing and/or typing standard letters, records and correspondence as directed; and doing other projects and duties as assigned
  • Maintain excellent public relations through communications with public, students, other departments and agencies; Respond courteously to inquiries, provide information within scope of responsibility and refer calls as appropriate to other parties
  • Maintain department/supervisor’s calendar, arranging and/or monitoring scheduling for seminars, training, meetings, travel, and related department functions
  • Initiate and accurately complete daily/weekly/monthly/annual reports, announcements, etc., and prepare complex and/or special reports as directed
  • Accurately complete documents required for Accreditation and to maintain Continuous Program Evaluation; Maintain cumulative records for Ongoing Program Assessment and make periodic audits as necessary; Coordinate and attend accreditation mock visits and ARC-PA accreditation site visits
  • Oversee the maintenance of accounting records for department i.e., billing, expenditures, revenues, inventory
  • Analyze and review the performance of administrative functions under charge for the purpose of improving efficiency, maximizing resources, and ensuring accuracy in task performance
  • Work in close cooperation with and handle delegated assignments from the Department Chair/Program Director
  • Must be able to supervise work study students who assist the department with office duties
  • Attend department meetings, create meeting agendas, and accurately document meeting minutes in a timely manner
  • Responsible for coordinating/monitoring/attending to all aspects of Admissions including: monitoring/reviewing/responding to PAprogram email inquiries; maintaining CASPA database, applications and correspondence; admissions packet/procedures; corresponding with Graduate Admissions; Interview days; Meet-and-Greet for accepted students; student immunization/background records/drug screening; new Student Orientation, Admissions meetings/minutes;  and maintenance of student records and data for ongoing program assessment
  • Responsible for coordinating annually: White Coat Ceremony, AAPA and PSPA student membership, student attendance at state PSPA conference
  • Work with Department Chair/Program Director and MU Marketing to maintain DPAS Departmental Website to remain compliant with ARC-PA Accreditation Standards
  • Assist faculty with courses as needed: classroom preparation, copy center requests, proctoring Examsoft examinations for students with Learning Differences, proctoring student remediations and self-analysis of examinations as required for ARC-PA accreditation

 

EDUCATION AND EXPERIENCE

  • Medical background preferred
  • Prefer an associate or bachelor degree and a relative well-rounded exposure to general education; or equivalent combination of education and experience
  • Preferably with experience in performing assignments/projects that demonstrate high degree of organization and independent judgement or an equivalent combination of education and experience
  • Preferred typing skills of 60 wmp with accuracy in a setting with any interruptions, and transcribe from hand written drafts or verbal instructions
  • Must be able to operate a personal computer and quickly learn to use the software programs or platforms of the department, to include CASPA, Typhon, ARC-PA Portal, Examsoft, Blackboard, Microsoft Word, Excel, Publisher and PowerPoint
  • Must have sound knowledge and ability in business correspondence, and an ability to proofread the grammar, spelling, and punctuation of oneself and others with a high degree of accuracy
  • Must have broad knowledge of general office skills and equipment as evidenced by a combination of course work and experience as a confidential secretary in a comparable fast-paced environment with many interruptions  
  • Must be able to quickly acquire knowledge of departmental program structure, department policies and procedures
  • Must be able to be do basic accounting and mathematical computations with a high degree of accuracy to oversee the maintenance of accounting records for department (billing, expenditures, revenues, inventory)

 

KNOWLEDGE, SKILLS, AND ABILITIES

  • Ability to handle multiple interruptions and adjustments to priorities throughout day while maintaining work accuracy
  • Ability to communicate effectively with diverse and sometimes distressed individuals and to handle situations calmly and efficiently, ranging from routine to emergency
  • Excellent memory and organizational ability, in order to set priorities, organize work load, handle multiple responsibilities and meet deadlines all while maintaining work accuracy
  • Ability to perform work for a variety of people, while organizing priorities and meeting deadlines
  • Ability to maintain strict confidentiality

 

WORK CONDITIONS

  • Operates in a climate controlled office with no exposure to environmental work hazards
  • Walking, reaching, bending, manual dexterity, good vision and hearing and ability to lift approximately 10 lbs.
  • Work hours will typically span the regular operating hours of the University, however, from time-to-time night and weekend hours are required
  • Occasional travel may be required

 

SPECIAL REQUIREMENTS

  • Subject to a criminal background check and obtainment of clearances prior to employment
  • Candidate must be currently eligible to work in the U.S.

 

Qualified candidates can submit their resume/application to:

Mercyhurst University

Attn: Human Resources

501 E 38th St, Erie, PA 16546

Email:  hrinfo@mercyhurst.edu

 

Mercyhurst is an Equal Employment Opportunity Employer that encourages members of diverse groups to apply.