Administrative Assistant - PA Program

Valparaiso University; Valparaiso (IN); On-site; USD 42,000 - 56,000; Full time

Job summary

Valparaiso University is seeking an Administrative Assistant for the Physician Assistant Program. The role supports the PA Director of Clinical Education, coordinates class scheduling, calendars, and events, and helps manage budget and expenditures for the clinical phase.

Strong communication and confidentiality are essential. The position requires 3–5 years of related administrative experience, preferably in higher education, and a Bachelor's degree or equivalent.

Qualifications

• 3 to 5 years of relevant administrative experience, preferably in higher education.
• Bachelor’s degree preferred or equivalent combination of education and experience.
• Strong communication, organization, and confidentiality in a fast-paced environment.

Responsibilities

• Provide administrative support to the Director of Clinical Education and PA program leadership.
• Assist with scheduling, calendar management, and event planning for cohorts and committees.
• Oversee financial operations, budgeting, and expenditure tracking for the clinical phase of the PA program.
• Support faculty and staff on various projects and prepare meeting minutes.

Skills

Strong communication

Excellent organizational skills

Time management

Data management

Education

Bachelor's degree

Tools

Microsoft Office

Google Suite

Excel

Job description

The College of Nursing and Health Professions (CONHP) is seeking a detail-oriented and proactive Administrative Assistant for the Physician Assistant (PA) Program to assist with a wide range of administrative functions supporting the program’s leadership, faculty, staff, and students. This position offers an exciting opportunity to be a key contributor to the overall success and smooth operation of the program. Highly organized, detail-oriented individuals with a passion for higher education and healthcare are encouraged to apply.

Major Responsibilities:

• Key responsibilities involve assisting in the operations of the clinical phase of the PA Program, managing program-related information, and supporting various administrative functions, including, but not limited to, the following:
• • Provide comprehensive administrative to the Director of Clinical Education, which includes database management for preceptors, clinical sites, contracts, student clinical experience schedules, and oversight for the clinical clearance process for MSPA students.
• • Support curriculum management by assisting the Director of Clinical Education with class scheduling, meeting scheduling, maintenance of Google calendars for cohorts, and event planning.
• • Manage the financial operations for the clinical phase of the PA Program to ensure financial processes are accurate, timely, and aligned with the program’s budget and goals.
• • Provide administrative support to the Associate Dean, PA Program Directors, and faculty for various projects as needed.
• • Prepare and distribute minutes for various PA Program and CONHP committee meetings.

Required Knowledge and Skills:

A minimum of 3 to 5 years of relevant administrative experience, preferably within a higher education setting, with a strong understanding of academic processes, faculty and student interactions, and financial or data management. Additional years of relevant experience, including experience outside the required areas, may also be considered.

Bachelor’s degree preferred or equivalent combination of education and experience.

Other Qualifications:

• Solid communication skills, both written and verbal.
• • Excellent organizational and time-management skills with the ability to multitask in a fast-paced environment.
• • Ability to work collaboratively with faculty, staff, and students while maintaining confidentiality and professionalism.
• • Advanced proficiency in office software and tools, including Microsoft Office and Google Suite, knowledge of Excel preferred for data analysis and reporting. Experience with various database platforms is highly desirable, demonstrating the ability to manage and interpret data effectively across multiple systems.
• • Experience in financial management, with the ability to effectively oversee and contribute to financial operations, ensuring accuracy, compliance, and alignment with program goals. This includes managing financial processes, tracking expenditures, and supporting budget planning and oversight.

All offers of employment with Valparaiso University are contingent upon the clear results of a thorough background check. Background checks may include criminal history, motor vehicle reports, prior employment verification, and personal/professional references. If applicable to the position, they will also include credit history. Background checks will be conducted on all final candidates for employment.