Administrative Coordinator- IL- Physician Assistant Program, College of Health Sciences

Midwestern University; Downers Grove (IL); On-site; USD 40,000 - 56,000; Full time

Benefits offered by this job

Wellness facility on-site

Tuition reimbursement

Flexible spending accounts

Job summary

Midwestern University in Downers Grove, IL seeks an Administrative Coordinator to provide professional support to the PA Program and coordinate the Clinical Skills Laboratory. The role works with program leadership, faculty, students, and external partners, reporting to the Program Director.

Responsibilities include student reception, inquiries, office supply management, adjunct faculty contracts, lecture scheduling, and records maintenance, with involvement in accreditation and events.

Qualifications

• Detail-oriented with strong organizational skills.
• Excellent written and verbal communication abilities.
• Ability to manage multiple priorities in a fast-paced environment.
• Regular, predictable in-person attendance and professional demeanor.

Responsibilities

• Greet and assist students in the program office.
• Answer, screen, and respond to program inquiries.
• Order, organize, and maintain program office supplies.
• Coordinate contracts for adjunct faculty with program faculty.
• Schedule adjunct lectures conducted on campus.
• Maintain accurate and confidential student and preceptor records.
• Assist with accreditation-related documentation and syllabi uploads.
• Support coordination of PA Program events and admissions processes.
• Assist with coordinating Clinical Skills Laboratory operations and inventory.

Skills

Administrative support

Customer service

Organization

Microsoft Office

Communication

Education

High school diploma or GED

Bachelor’s degree preferred

Job description

Position Summary

The Administrative Coordinator provides professional, efficient, and high-quality administrative support to the Physician Assistant (PA) Program. This role is also responsible for the coordination and organization of the PA Program’s Clinical Skills Laboratory. The Administrative Coordinator works closely with program leadership, faculty, students, and external partners and reports directly to the Program Director.

Position Summary

The Administrative Coordinator provides professional, efficient, and high-quality administrative support to the Physician Assistant (PA) Program. This role is also responsible for the coordination and organization of the PA Program’s Clinical Skills Laboratory. The Administrative Coordinator works closely with program leadership, faculty, students, and external partners and reports directly to the Program Director.

Administrative Responsibilities

Essential Duties and Responsibilities

• Serve as the primary point of contact for students by greeting and assisting them in the program office.
• Answer, screen, and respond to program phone calls and general inquiries.
• Order, organize, and maintain program office supplies.
• Coordinate and assist with contracts for adjunct faculty in collaboration with program faculty.
• Schedule and coordinate adjunct faculty lectures conducted on campus.
• Coordinate all visitor requests related to the PA Program.
• Organize and support educational and admissions committee meetings.
• Coordinate the PA Program admissions interview process.
• Maintain accurate and confidential student and preceptor records and files.
• Assist in updating the Clinical Handbook on an annual basis.
• Maintain and update accreditation-related tables and documentation.
• Maintain and organize clinical rotation paperwork and related documentation.
• Assist with coordination of program events including orientation, completion ceremony, white coat ceremony, and graduation.
• Assist with accreditation-related projects, including uploading syllabi and documentation to accreditation portals.
• Support processing of adjunct faculty preceptor payments and program-related invoices.
• Assist in student subsidized housing arrangements.
• Conduct monthly verification of preceptor licensure and board certification status
• Other duties as assigned.

Clinical Skills Laboratory Responsibilities

• Responsible for the overall coordination, operation, and continuous improvement of the clinical skills laboratory.
• Assist with daily operations of the space, including schedules, labs, classes, and assessments, and ensure the lab is well maintained.
• Ensure compliance and coordinate with Campus Facilities and others to ensure the space is properly maintained.
• Conduct and maintain inventory for the PA Program Clinical Skills Laboratory.
• Collaborate with faculty to identify laboratory supplies and equipment needs for teaching, clinical skills practice, testing, and simulation activities.
• Coordinate the ordering, receiving, storage, and distribution of clinical supplies utilized in skills labs, testing, and simulations.
• Maintain accurate inventory of consumable supplies, equipment, and instructional materials; perform routine and end-of-term inventories.
• Monitor supply usage trends to ensure appropriate stock levels aligned with program enrollment and course scheduling.
• Assist in developing the lab budget.
• Ensure proper storage and calibration, oversee the lifecycle of equipment and supplies, and maintain the overall orderliness of the lab.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Must be able to work in a constant state of alertness and in a safe manner and have regular, predictable, in-person attendance. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The individual should be detail-oriented, anticipatory, proactive, and solution-driven.

Education And Experience

High school diploma or GED with 5-7 years of administrative support experience required. Bachelor’s degree or equivalent experience is strongly preferred. Experience in an academic, healthcare, or customer service-oriented environment is desirable. Excellent written and verbal communication skills. Strong organizational skills with exceptional attention to detail. Ability to manage multiple priorities and deadlines in a fast-paced environment. Ability to work independently while also collaborating effectively in a team-oriented and service-focused environment.

Computer Skills

• Proficiency in Microsoft Office applications, including Word, Excel, and Outlook.
• Ability to create spreadsheets and tables and accurately enter and maintain data across software platforms.

Reasoning Ability

Intermediate skills: Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is occasionally required to stand, walk, use hands to handle or feel and reach with hands and arms. The employee is regularly required to sit, talk, and hear. The employee must frequently lift and /or move up to 10 pounds, occasionally lift and/or move up to 40 pounds.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

Midwestern University is a private, not-for-profit organization that provides graduate and post-graduate education in the health sciences. The University has two campuses, one in Downers Grove, Illinois, and the other in Glendale, Arizona. More than 6,000 full-time students are enrolled in graduate programs in osteopathic medicine, dentistry, pharmacy, physician assistant studies, physical therapy, occupational therapy, nurse anesthesia, cardiovascular perfusion, podiatry, optometry, clinical psychology, speech language pathology, biomedical sciences, and veterinary medicine. Over 500 full-time faculty members and 400 staff members are dedicated to the education and development of our students in an environment that encourages learning, respect for all members of the health care team, service, interdisciplinary scholarly activity, and personal growth.

We offer a comprehensive benefits package that includes medical, dental, and vision insurance plans as well as life insurance, short/long-term disability and pet insurance. We offer flexible spending accounts, including healthcare reimbursement and a child/dependent care account. We offer a work-life balance with a competitive time off package including paid holidays, sick/flex days, personal days, and vacation days. We offer a 403(b) retirement plan, tuition reimbursement, a child care subsidy reimbursement program, identity theft protection, and an employee assistance program. Wellness is important to us, and we offer a wellness facility on-site with a fully equipped fitness facility.

Midwestern University is an Equal Opportunity/Affirmative Action employer that does not discriminate against an employee or applicant based upon race; color; religion; creed; national origin or ancestry; ethnicity; sex (including pregnancy); gender (including gender expressions, gender identity; and sexual orientation); marital status; age; disability; citizenship; past, current, or prospective service in the uniformed services; genetic information; or any other protected class, in accord with all federal, state and local laws and regulations. Midwestern University complies with the Smoke-Free Arizona Act (A.R.S. 36-601.01) and the Smoke Free Illinois Act (410 ILCS 82/). Midwestern University complies with the Illinois Equal Pay Act of 2003 and Arizona Equal Pay Acts.

Experience

Required

• 5-7 years of administrative support experience required.

Education

Required

• High School or better

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.