Administrative Assistant - Academic, PA Program

OUR UNIVERSITY

Ottawa University (established in 1865) one of the oldest private liberal arts universities in the United States is a multi-campus system serving approximately 4000 students through its campuses in Kansas (Ottawa Kansas- Residential Campus and Overland Park Kansas- Adult Programs); Arizona (Surprise Residential Campus and OUAZ Adult Programs); Wisconsin (Brookfield Adult Programs); and our OU ONLINE PROGRAM based out of Overland Park Kansas.

Ottawa University is a regionally accredited church-related private university that strives to integrate faith learning and life in the academic experiences of students.

JOB SUMMARY

Supports the Physician Assistant (PA) Program by coordinating academic clinical and simulation activities that promote student success and ensure accreditation compliance. Responsibilities include managing schedules maintaining records supporting faculty coordinating clinical site logistics and assisting with program events. This role requires excellent organizational skills attention to detail and the ability to collaborate effectively with faculty students and external partners.

ESSENTIAL FUNCTIONS OF THE JOB (provide list of items which are essential to effective outcomes in this role):

• Coordinate activities in the clinical learning center. Key activities may include but are not limited to working with IT and outside vendors to update technologies scheduling students coordinating faculty ordering and maintaining supplies optimizing equipment for student success and providing course-related material to faculty.
• Coordinate the didactic phase of the PA program. Key activities may include but are not limited to coordinating calendars maintaining academic records in conjunction with the Registrars Office setting up and preparing agendas for meetings and updating course syllabi.
• Coordinate the clinical phase of the PA Program. Key activities may include but are not limited to scheduling students for their clinical experience visiting clinical sites maintaining documentation of clinical rotations for students and preceptors assisting with end-of-rotation activities
• Assist the program faculty in managing learning platforms used by students.
• Prioritize work assignments as directed by the Director of the PA Program.
• Manage communications with students through email in person and phone.
• Maintain accurate program documentation and electronic filing system for ARC-PA and Exxat.
• Assist in the planning and organizing events unique to the PA Program.
• Other duties as assigned

STANDARD UNIVERSITY EXPECTATIONS:

• Model and encourage collaboration among University departments assuring effective communication and operations.
• Understand the Universitys policies and procedures and exercise good judgment accordingly. Assure that University and student information is managed in a confidential and ethical manner in accordance with the Universitys Code of Conduct and Ethics.
• Provide leadership through conduct attitude and professionalism. Represent the University to students external groups faculty and staff in a way that reflects positively on the University.
• Be mindful and supportive of the overall Mission of Ottawa University.
• Exercise Inclusivity in your daily actions accruing alignment within expectations of the Universitys Mission Statement and Statement of Inclusion Openness and Community.

NOTE

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully the incumbents will possess the skills aptitudes and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge skills or abilities. This document does not create an employment contract implied or otherwise other than an at will relationship.

Ottawa University is committed to equal employment opportunity and does not unlawfully discriminate in recruitment or employment on the basis of race age sex color religion disability national origin sexual orientation genetic information or any other characteristic protected by law.

REQUIRED EDUCATION: (education based on essential job duties and requirements consistent with business necessity):
Associate or Bachelors Degree preferred; applicable experience may substitute for degree.

REQUIRED EXPERIENCE: (experience based on requirements in role and are consistent with business necessity)
1 or more years experience required.

ADDITIONAL ELIGIBILITY REQUIREMENTS: List required and/or preferred certification industry specific requirements required or preferred use of equipment and all necessary job skills abilities and knowledge competencies) Provide a list of items below:

• Excellent verbal & written communication skills.
• Strong knowledge of Microsoft Office software.
• Strong problem-solving skills and willingness to learn new skills.
• Ability to learn quickly and work independently while meeting deadlines.
• Accuracy organization and attention to detail.
• Discretion and confidentiality required.

WORKING CONDITIONS (Physical attributes required to perform job duties with or without reasonable accommodation - examples: sitting lifting # bending driving environmental factors or elements noise level stairs in a building or other factors that will affect working conditions). Provide a list of items below:

• Prolonged periods of sitting must be able to lift 5-15 pounds at times. It may require the use of building stairs. It may require evening and/or weekend work. The position sits and works in front of a computer screen.

TRAVEL REQUIREMENTS: No

If YES list type and approximate percentage: None

• Responsible for driving students and University vehicles as part of job duties (YES/NO): No