Executive Administrator, School of Physician Associate Practice

LOCATION

This position is fully on-site and requires a regular presence in Fort Smith Arkansas. Remote or hybrid work is not available for this position.

JOB SUMMARY

The Executive Administrator School of Physician Associate Practice (SPAP) plays a critical role in supporting the Dean of SPAP by managing high-level administrative operations coordinating strategic projects and overseeing budgets for the Dean of SPAP and other departments. The position also serves as a resource for faculty staff and students ensuring smooth workflows effective communication and successful execution of ACHEs academic priorities. This role is ideal for a candidate with higher education experience familiarity with accreditation processes and the ability to lead and coordinate others to deliver results.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

Project & Budget Management

• Coordinate and manage strategic projects and initiatives for the Deans office.
• Handle the budget for the Dean including tracking forecasting and reconciling expenses.
• Monitor budgets for other departments (as assigned) collaborating with department leadership to ensure compliance and fiscal accountability.
• Organize and maintain accreditation documents reports and evidence ensuring compliance with accreditation standards and timelines.
• Partner with internal departments and external vendors to support projects events and strategic initiatives.
• Support ACHE participation in AAPA PAEA ARC-PA NCCPA and other professional conferences and meetings.
• Prepare high-quality reports presentations and strategic materials for executive meetings and college initiatives.
• Attend select meetings on behalf of the Dean and provide detailed notes follow-up tasks and recommendations.

Administrative & Executive Support

• Manage the Deans and other senior leaders calendars prioritize scheduling and coordinate complex appointments.
• Serve as the primary point of contact for the Dean handling inquiries visitors and correspondence with professionalism.
• Draft review and distribute formal and informal communications on behalf of the Dean.
• Coordinate travel arrangements for the Dean VIP guests accreditation teams and visiting faculty.
• Maintain office records contracts accreditation documents and confidential files.
• Assist with onboarding new faculty and staff ensuring smooth integration into ACHE policies systems and culture.

Staff Support Leadership & Advocacy

• Lead and mentor support staff fostering skill development efficiency and collaboration.
• Serve as a resource and advocate for SPAP staff supporting job training career readiness and professional growth.
• Partner with Human Resources and department leadership to facilitate onboarding training and development opportunities.
• Promote a positive service-oriented culture within the college.

Accreditation

• Serve as the contact person for accreditation bodies
• Track and maintain all accreditation documents and reports to accrediting agencies
• Serve as a resource for all ACHE faculty and staff with regard to information about ARC-PA ADHE NCCPA and HLC.
• Maintain accurate and current records of all accreditation documentation.

Work Environment & Expectations

• Reports directly to the Dean of SPAP.
• Regularly collaborates with faculty staff students and external partners.
• Occasional evening or weekend work may be required for events and conferences.
• Some travel may be necessary for marketing meetings accreditation activities and professional development.
• Other duties as assigned by the Dean of SPAP or their designee

QUALIFICATIONS AND CREDENTIALS

Education and Experience

Minimum Qualifications

• High School Diploma or equivalent
• Minimum 3 years of experience in higher education administration
• Proven experience managing budgets and tracking departmental finances
• Demonstrated success in coordinating projects and leading others through collaboration rather than direct supervision

Preferred Qualifications

• Familiarity with accreditation processes in medical education or other health professions

Required knowledge skills and abilities

• Excellent written and verbal communication skills with the ability to adapt to academic audiences.
• Proficiency with Microsoft Office Suite and project management tools.
• Exceptional organizational skills and attention to detail.
• Strong interpersonal skills and ability to work collaboratively across departments.
• Demonstrated discretion when handling confidential information.

ABILITIES AND COMPETENCIES ESSENTIAL TO THE FUNCTION OF THE JOB

Communication and Comprehension

ACHE is in full compliance with the Americans with Disabilities Act (ADA) and does not discriminate with regard to applicants or employees with disabilities and will make reasonable accommodations when necessary. The following are essential abilities and physical requirements for all positions at the college.

• Ability to orally communicate effectively with others with strong interpersonal skills and customer service orientation.
• Ability to work cooperatively with colleagues and supervisory staff at all levels.
• Ability to understand oral and written information using the English language and organize thoughts and ideas into effective forms of communication.
• Ability to make decisions which range from moderate to a significant impact on the immediate work environment as well as outside contributors.
• Possess public communication skills that allow professional representation of ACHE to a variety of business and community customers and associates.
• Strong organizational skills.

Problem Solving

• Intuitively able to reason analyze information and events and apply judgment in order to solve problems of both a routine and complex nature.
• Expertise in negotiation.

Physical and Sensory Abilities

• May be exposed to short intermittent and/or prolonged periods of sitting and/or standing in performance of job duties.
• May be required to accomplish job duties using various types of equipment/supplies to include but not limited to pens pencils calculators computer keyboards telephone etc.
• May be required to transport oneself to other campus offices conference rooms and on occasion to off-campus sites to attend meetings conferences workshops seminars etc.
• May require significant travel or work away from campus.
• Requires attendance at events representing ACHE both within as well as outside of the college setting.
• Frequently required to work at a desk conference table or in meetings of various configurations.
• Frequently required to see for purposes of reading matter.
• Frequently required to hear and understand speech at normal levels.
• Occasionally required to lift items in a normal office environment.
• Frequently required to operate office and presentation equipment.

If you need assistance in the application process because of a disability or any other reason please contact Vicki Broadaway Vice President of Human Resources at 479.308.2287 or

Arkansas Colleges of Health Education is an equal opportunity employer.