ATSU – Administrative Assistant (CA)

Description
The Didactic Administrative Assistant provides
comprehensive support for the Didactic year of the Central Coast Physician Assistant (CCPA) Program by managing the logistics of
assessments, overseeing faculty/student logistics, and executing the didactic year White Coat Ceremony.

Position
Responsibilities:

1. Assessment & Lab Operations:

• OSCE & Virtual Assessment Management: Manage station
  timing, student schedules, and evaluation rubrics for Objective Structured Clinical Examinations. Manage the digital technology for
  telehealth OSCEs and remote grading sessions, including handling digital breakout rooms and troubleshooting connection issues for remote
  faculty.
• Standardized Patients (SPs): Recruit, onboard, and schedule SPs.
• Lab Scheduling Management: Act as the primary lab
  scheduling manager. Track and manage faculty personnel needs from Course Directors a minimum of one month prior to each academic
  term.
• Lab Setup, Teardown, & Logistics: Oversee inventory for medical consumables (sutures, gloves, diagnostic tools). Serve as the
  primary Lab Setup and Clean-up Manager, handling all physical setup, teardown, and required photocopying for all labs and skills assessments
  according to specific inventory protocols: Compile all required equipment into labeled tubs well in advance of each session. Clearly mark
  each tub with the date of the lab, a complete list of its contents, and a “Do Not Use for Other Purposes” warning. Promptly place orders if
  any pieces are missing during assembly to ensure labs are fully stocked before they occur.
• Student Lab Logistics: Manage randomized
  student pairings, small groups, or lab cohorts throughout the academic year based on faculty specifications. Generate clear, comprehensive
  schedules detailing when and where each student group reports, and distribute all group lists, schedules, and logistical instructions to
  students in a timely manner.
• Remediation & Accommodations: Coordinate specialized scheduling, room booking, and proctoring for
  students requiring retakes or disability accommodations.

2. Didactic Year Administration

• Exam Proctoring: Supervise
  high-stakes assessments, enforce “clean desk” policies, and manage technical troubleshooting for digital testing.
• Academic Liaison &
  First-Line Communication: Act as a strategic gatekeeper for faculty. Serve as the first point of contact to field and resolve student
  inquiries regarding initial, non-academic lab logistics, routing complex or academic concerns to the appropriate faculty member. Manage a
  formal appointment system for student faculty visits.
• Attendance & Professionalism: Review and process student absence requests;
  maintain the master “day-off” tally and track professionalism infractions across the cohort.
• IPE Coordination: Serve as the liaison
  for Interprofessional Education (IPE), syncing calendars with Nursing and MD programs for joint learning events.

3. Faculty &
Program Operations

• Guest Lecture and Adjunct Management: Manage the administrative onboarding process for adjuncts and guest
  lecturers, including W9s, contract renewals, and maintaining updated CVs/licenses. Manage communications with guest lecturers to ensure they
  have digital and physical campus access.
• Proactive Adjunct Scheduling: Maintain a rolling, 3-month forward-facing Master Adjunct
  Calendar detailing every lab throughout the year by its specific type (OSCE, Physical Exam, Technical Skill, or Cases). Proactively follow
  up via phone and email to ensure all staffing needs are secured well before the start of each term.
• Financial Administration:
  Process check requests for adjunct faculty and guest lecturers. Manage purchasing requisitions for all didactic year lab and skills
  supplies.
• Recruitment: Organize faculty/staff interview days, including itinerary creation and related
  paperwork.
• Communications: Record and distribute minutes for assigned committees; distribute “Week Ahead” summaries to students
  regarding schedule shifts or deadlines.

4. Major Program Events

• White Coat Ceremony: Manage the speaker scripts,
  white coat fittings/ordering, seating charts, and coordination for the annual White Coat Ceremony.
• External Relations: Support Open
  House events and other programmatic outreach initiatives.

5. General Operations & Faculty Support

• Communications:
  Serve as the primary point of contact for the program, leadership, faculty, and visitors; manage all correspondence with professionalism and
  a high sense of urgency, while providing a welcoming, professional presence at the front desk.
• Administrative Support: Provide
  direct clerical assistance to the Director of Clinical Education (DCE), the Program Director, and Clinical Coordinators.
• Meetings &
  Records: Schedule committee meetings, produce accurate minutes, and maintain organized data files in alignment with FERPA
  guidelines.
• Program Initiatives: Support major program events, proctor assessments, and assist with special projects as
  assigned.

Requirements
Required Skills & Qualifications:

• Technical Proficiency: Advanced
  knowledge of Microsoft Office products and familiarity with digital meeting platforms (e.g., Zoom/Teams breakout rooms and
  troubleshooting).
• Compliance Knowledge: Understanding of FERPA and confidentiality guidelines.
• Detail Orientation: Ability
  to audit documents, manage detailed inventory lists, and maintain data integrity across multiple platforms.
• Communication: Strong
  verbal and written communication skills, with the ability to assertively coordinate schedules via phone and email.
• Education
  Requirement: High school diploma.
• Experience Requirement: 3-5 years experience in an administrative role.

ATSU offers a
comprehensive benefits package including medical, dental, and vision coverages, among more. If eligible, employee-elected benefits would
begin the first of the month following hire date. For more information, please visit: atsu.edu/employment/benefits.

A.T. Still University (ATSU) does not discriminate on the basis of race, color, religion, ethnicity, national origin, sex
(including pregnancy), sexual orientation, age, disability, or veteran status in admission or access to, or treatment or employment in its
programs and activities.
Salary

Description $22.63 – $26.04 an hour

To apply, visit https://recruiting.paylocity.com/Recruiting/Jobs/Details/4279480

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