Administrative Assistant 2 - Physician Assistant Program, Data and Admissions

The Administrative Assistant II - Data and Admissions assists in coordinating the office operations of a PA site location. Provides support to the faculty, staff, instructors, and students of the PA Program.  This position assists in program data maintenance and the admissions process. Provides backup for administrative assistants in Miami and St Petersburg.  Works in a team environment.

*Note: This position is In Person at the Main Campus

Essential Functions

Admissions-  Process applications- assist the Admissions Coordinator in

• Processes electronic CASPA applications from the website and conducts initial application evaluations for the qualification of admission

• Completes weekly batch application downloads from CASPA and uploads to the Colleague

• Analyzes and resolves batch application upload errors and or application ambiguities

• Performs electronic updates to contact information, application status, and restrictions within Colleague

• Enters data of applicant GPA, GRE scores, and coursework evaluation into the algorithm spreadsheet and Pipeline Report and miscellaneous ad hoc reports for periodic review by faculty

  Integrate Admissions with other teams

• Trains and supports faculty and staff on current admissions processes and University policies related to eligibility and matriculation Criteria.  Troubleshoot online platforms (i.e., MyBarry Accounts, CASPA, Barry main website)

• Participates in planning initiatives to enhance current application platforms used in managing the admissions process

• Attends Admissions Team & Committee meetings when scheduled

• Attends Webinars and telephone conference calls quarterly

• Collaborates within the Department, University-wide, and External Events

• Collaborates and interacts with various University staff related to document sharing and deposit payments (transcripts, GRE, applications, checks).

Program Data Maintenance

Works closely with the Assessment and Compliance Specialist and the Assistant Program Director to assist with all aspects of ongoing and periodic self-study to maintain PA program accreditation by the ARC-PA. Maintain the PA program database, assisting in data entry.  Examples include:

• Maintains PA Program document libraries and permissions on SharePoint with regard to faculty, staff, and students.

• Manages faculty, staff, student, and alumni survey implementation, collection, and distribution.

• Develop final reports and distribute to faculty as directed.

• Implements surveys as needed.

• Coordinates and monitors graduate catalog entries with the PA program web page to ensure accuracy and congruence of information.

Provides orientation and training for program personnel on data systems and products.

Serves on PA program teams and committees and develop agendas, minutes and reports.

Didactic and Clinical Activities:

Maintains Learning Management System-  Checks LMS settings for student list, assessment timing, and merge sections.  Assists in constructing LMS, including course content, exams, and assignments. Post announcements to students

• Creates and maintains preliminary schedules. Serve as the primary (or secondary) person to update and edit schedules.

• Confirms office times and guest lecturers on all course syllabi.

• Confirms lecture times, communicates conflicts, and proposes new times.

• Review faculty syllabi for exam and lecture conflicts

• Confirm all exam/ quiz times and dates for all courses and input into the didactic schedule.

• Routinely informs students of schedule changes.

• Assists in printing/ formatting clinical skills exams, creates pairings of first and second-year students and Clinical Skills Exam schedules as directed in the syllabus. 

• Coordinates and schedules first-year students’ patient care visits.

• Assists the Physical Diagnosis (PD) lab course director with tasks including, but not limited to-scheduling lab instructors, proctors, and professional patients for all student labs

•  Monitors student flow/ attendance during labs

• Maintains equipment and supplies necessary to serve all office functionality.

• Organizes and maintains inventory for PD lab supplies

• Creates and track attendances (log absences, update attendance system, manage daily sign in sheets, generate attendance reports)

• Inputs clinical information into database(s)

• Assists faculty and staff in LMS.

Performs basic administrative office work to assist the needs of faculty, staff and adjuncts.

• Proctor exams, supervising students in classroom via the Learning Management System (currently Canvas).

• Proctors students testing in a distraction-free environment per accommodations.

• Assists faculty to proctor exams, supervising students in the classroom via the Learning Management System (currently Canvas).

• Receives visitors

• Answers telephone, takes messages, and replies to questions in accordance with general instructions.  Transmit instructions or information to and from staff members.

• Assists with PA Program Events such as New Student and Clinical Orientation

• Composes meeting agendas and minutes, correspondence, type and revises forms, tables, handbooks, spreadsheets, flyers, etc. 

• Assists with faxing, filing, and sorting.        

• Mails packages, distributes mail.

• Compose correspondence and memos from brief verbal instructions or notes.

Assist with the Planning and Coordinating of Program Events  

• New Student Orientation, Primary Care Review Conference, White Coat Ceremony, Annual retreat, Medical Spanish, Clinical Orientation, and Interprofessional education events.

• Facilitates Program-wide events.

•  Collaborates with PA, CNHS, University-wide, and external events.

• Reserves rooms, classrooms, and works with vendors for food or equipment

Medical Compliance Liaison

• Serves as backup to Track student compliance with program requirements via a confidential database

Facilitate local site operations

• Maintain the Calendar for the PA Program. May include submitting IAV work orders and coordination of IAV techs through DoIT or St. Petersburg College when necessary.

• Communicates with University Partnership Center, St. Petersburg College, National University of Health Sciences CNHS and Barry departments.

• Coordinates local community events involving  faculty and staff

• Liaison for and participation in local community-sponsored educational events promoting the university and the PA program. 

• Secures and prepares materials/information as needed for projects, reports, meetings, and presentations

• Orders office supplies, assists faculty when ordering medical supplies

• Manages the office facilities by acting as a liaison with facilities management

• Organizes and maintains inventory for PD lab supplies

Qualifications/Requirements

• High School diploma or GED is required. An Associate's degree or Vocational/technical training is preferred.

• 1-3 years of relevant experience is required.

• Advanced experience with the MS Office suite, LMS, and databases within the program.

• Excellent communication skills, verbal and written.

• Great customer service skills

• Must be able to attend local community-sponsored educational events.

Benefits: Barry University offers a comprehensive benefits package to full-time employees that includes health, dental, vision, life insurance, retirement, tuition assistance, paid time off and work/life balance initiatives such as wellness programs, spirituality in the workplace, and training and development.

Barry University is an Equal Opportunity Employer, committed to a diverse and inclusive work environment.