Administrative Assistant - Manhattan Physician Assistant Program

The Administrative Assistant for the Physician Assistant Program located at the Touro University School of Health Sciences Manhattan Campus, works closely with the Program Director, Associate Program Director, Academic Coordinator, Clinical Coordinator, Culminating Coordinator and Remediation Team to help orchestrate all phases of the Program.

Provides administrative support to the PA Program, but not limited to the following:

• Scheduling:
  • Works closely with the Coordinators to schedule instructors for the academic year.
  • Communicates with instructors on date and time availability each semester.
  • Creates a monthly calendar for students.
  • Coordinates and schedules various PA Program Committee meetings.
  • Assists with general correspondence, surveys, funding applications, scheduling appointments, and self-study reports.
  • Communicates with the registrar and instructors associated with courses in Canvas and CourseDog®.
  • Assists in the coordination of Orientation, Graduation, and the White Coat Ceremony.
  • Prepares materials for distribution to students, such as examinations (if necessary) and ensures room availability in CourseDog® for scheduled lectures or exams.
• Records Maintenance:
  • Maintains student files including academic correspondence, semester/yearly summaries for didactic cohorts, mid and final course/instructor evaluations, and learning Objectives/Syllabi.
  • Organize and maintain all course lecture materials and assessments in BOX.
  • Collects updated health/immunization forms and maintains files and Bio/Sketch Health Forms in Examsoft®.
  • Ensure health/immunization forms are reviewed and in compliance.
• Other Responsibilities:
  • Perform typing and filing tasks to ensure accurate documentation and organization of materials.
  • Manage correspondence, including answering phones, responding to inquiries, and delivering messages.
  • Document meeting minutes, capturing key discussion points, decisions, and action items in a timely manner.
• Examinations
  • Create and maintain Test files in Examsoft®, Physician Assistant Education Association (PAEA®) End of Rotation Exams, Etc.
  • Ensure exams are posted to Canvas® and students are notified of availability.
  • Maintain evaluation forms and lecture outlines for faculty use.
  • Assist with proctoring exams and managing room requests.

Education/ Experience

• 2 or more years’ experience with administrative work required, preferably in higher education.
• Associates Degree required.
• Bachelor’s Degree recommended.

Knowledge/ Skills/ Abilities

• Ability to respond to emails within 24 hours.
• Requires ability to manage multiple and varied tasks with frequent high levels of urgency or sensitivity.
• Must be able to work collaboratively and effectively with colleagues in a team environment.
• Good interpersonal skills are required, both written and oral.
• Proficiency in Microsoft Office Suite including Word, Excel, Power Point, Outlook and Zoom.

Schedule

• Be available to work at least two Sundays each semester from 9AM – 5PM to support program needs.
• This position requires flexibility in scheduled work hours to align with the needs of our evening program. Standard hours on Monday through Thursday are typically 11AM - 7PM or 12PM - 8PM, with the ability to stay until 9 PM at least once or twice per week. Start times on Monday through Thursday will be adjusted accordingly. Fridays follow a 9AM -2 PM schedule.

Travel

• Occasionally to other Touro PA Programs for faculty retreats.
• Travel to conferences when applicable.