Program Specialist

Chapman University; Orange (AL); On-site; USD 72,000 - 75,000; Full time

Job summary

Chapman University is seeking a Program Specialist to provide high-level administrative oversight for the Physician Assistant Studies program. You will collaborate with the Chair and Director on accreditation, manage data collection, and coordinate faculty contracts and schedule changes.

The role requires 4–5 years of admin experience, strong communication, and proficiency with PeopleSoft, Canvas, and other enterprise systems. Fully on campus with comprehensive benefits.

Qualifications

• Bachelor’s degree or equivalent education or experience required.
• 4–5 years related administrative support experience preferred.
• Strong verbal and written communication, professional etiquette.
• Ability to handle confidential information with discretion.

Responsibilities

• Set up and maintain paper and electronic databases and records; report data as requested.
• Schedule first- and second-year testing days and coordinate assessments.
• Support PAS program with PeopleSoft, Canvas, 25Live, PeopleAdmin, Concur, and Course Catalog.
• Coordinate faculty evaluations and graduate exit surveys; analyze survey data.
• Assist in hiring and onboarding of standardized patients; manage related contracts.
• Maintain calendars, syllabi, and catalog changes; assist with accreditation documentation.

Skills

Communication

Professional telephone etiquette

Email etiquette

Written communication

Confidentiality

Team collaboration

Multitasking

Education

Bachelor’s degree or equivalent education

Tools

PeopleSoft

Canvas

25Live

PeopleAdmin

Concur

Course Catalog

Microsoft Office Suite

Job description

Position Information

Position TitleProgram SpecialistPosition TypeRegularJob NumberSA92824Full or Part Timefull-time 40 hours weeklyFair Labor Standard Act ClassificationExemptAnticipated Pay Range$72,000 - $75,000Pay Range Information

Position Summary Information

Job Description Summary

Provide high-level administrative oversight to the Physician Assistant Studies program. Serves as the main department administrator in collaborating, documenting, and executing updates to the design and content of the curriculum and program. Works with the Chair and Director of Academic Education in general oversight of Accreditation and Assessment. Lead the organization of all PA department data collection projects; assist in ALOAR and ARC-PA program evaluation annual reports. Significantly contributes to maintaining the program’s national accreditation status through annual report keeping. Prepare, input, and maintain class schedules, syllabi, program changes, and catalog copy. Generate and track part-time lecturer faculty and overload contracts. Maintain educational outcomes for student progression through the program and completion of degree requirements. Serve on college and university staff committees as requested. Support events hosted by the college.

Responsibilities

Program Administration

• Set-up and maintain paper and electronic databases and records including student and alumni databases. Gather, compile and report data as requested.
• Collaborate with administration and faculty in efficiently scheduling and administering first- and second-year testing days, including second-year call-back day assessments.
• Maintain and update the PAS Program’s electronics and software that students utilize on testing days.
• Checks in daily with the Director of Academic Education and Assessment to ensure efficient staff support for the PAS program.
• Maintain student files, office files, forms, syllabi, department events files, and archive department files.
• Provide PeopleSoft, Canvas, 25Live, PeopleAdmin, Concur, and Course Catalog support.
• Maintain Google Calendar each trimester to ensure the accuracy of the academic calendar for administration, faculty, and students.
• Work collaboratively with the Chair in reviewing, editing, and processing catalog changes.
• Launch PAS Program graduate exit surveys and collate and analyze the survey data for presentation to faculty and evaluation of program outcomes.
• Coordinate the faculty evaluation process to ensure evaluations are submitted in a timely manner.
• Support the hiring and onboarding of Standardized Patients through PeopleAdmin and/or ERCRs in collaboration with Human Resources.
• Review, verify, and approve Standardized Patient hourly timesheets, and report any discrepancies or payroll-related issues to the Payroll Department for resolution.

Assessment Support

• Collaborate with the Chair and Director of Academic Education in the general oversight for Assessment.
• Collaboratively serve program assessment efforts, including assessment software management.
• Work collaboratively with Director of Academic Education & Assessment in the scheduling, coordination and execution of first year physical exam skills tests (PESTs) and first-second year objective structured clinical exams (OSCEs).
• Collaborate with faculty in the update and maintenance of PEST and OSCE materials.
• Partner with Director of Academic Education & Assessment as a point of contact for standardized patients (SPs) who participate in PESTs and OSCEs. Refer SPs to appropriate university offices as needed.

Accreditation, Data Collection and Analysis

• Collaborate with the Chair and Director of Academic Education in the general oversight for Accreditation.
• Collaboratively serve program accreditation efforts, including report development, and accreditation software management.
• Works with the Chair, Director of Academic Education and faculty in the timely collection and collation of assessment and accreditation data.
• Serve program committees in collating, analyzing data for assessment, accreditation reports and program effectiveness.
• Collect and analyze data required for the annual accreditation reports to ARC-PA and the annual assessment (ALOAR) report to the University’s Assessment Committee.
• Serve the Program Director, Director of Academic Education and Assessment, faculty, and the Assessment Committee in the timely collection and collation of assessment and accreditation data.
• Serve the Students’ Success, Curriculum, and Assessment Committees in collating, analyzing, and triangulating data for assessment, accreditation reports and program effectiveness.
• Analyze and collaborate with the Chair on the creation of documents that are required for submission to the ARC-PA for ongoing and continuing accreditation of the program. This includes technology set up for meetings, making edits to ARC-PA accreditation documents, ensuring the PA Program’s success in maintaining ongoing accreditation.
• Ensure any other accreditation needs as requested by the Program Director are met.

Faculty Contracts & Course Scheduling

• Work collaboratively with Department Chair and Director of Academic Education in development of class schedule, input and maintain class schedules and edit catalog copy.
• Work collaboratively with Director of Clinical Education and Registrar’s Office to register students for clinical rotations.
• Serve as liaison to the Registrar’s Office in troubleshooting class schedule in Campus Solution to resolve any errors.
• Develop block schedule to register PAS students for each trimester and work with the Registrar’s Office to register students in each course.
• Work collaboratively with the Registrar’s Office in resolving student registration.
• Work collaboratively with Director of Academic Education in hiring new part-time lecturers. Gather new hire paperwork, add new hire to Campus Solutions, request background check with HR and complete subsequent hiring processes and procedures.
• Execute and maintain part-time lecturer contracts.
• Execute and maintain full-time faculty overload contracts.
• Work collaboratively with Program Director and Director of Academic Education to ensure faculty have met their annual teaching load and track part-time lecturer credits to ensure lecturers do not exceed the number of credits allowed to teach per academic year.
• Maintain onboarding policies and procedures for new full-time and part-time lecturers. Coordinate part-time lecturer orientation/meeting per trimester.
• Initiate leave of absence and/or withdraw paperwork for students to submit to the Registrar’s Office.
• Maintain student handbook revisions with assistance from the Policy & Procedure Committee.
• Assist faculty with my.chapman.edu, Canvas access, and grade rosters.
• Enter textbook adoptions and keep required textbook information current. Run textbook queries to ensure all courses have assigned adoptions.

Student Advising & Engagement

• Liaise with new students from admittance to student registration.
• Advise PAS graduate students regarding program information, course scheduling, accommodations, graduation requirements, degree conferral, education verification forms, and Physician Assistant state licensing requirements.
• Work collaboratively with the Registrar on PAS graduate students’ graduation requirements and degree conferrals.
• Review and evaluate student transcripts and approve/sign certification forms on behalf of Chapman for graduates applying for certification to the National Commission on Certification of Physician Assistants (NCCPA).
• Review and approve/sign external education or degree verification forms.

Course Development

• Collaborate with the Department Chair and Director of Academic Education in curriculum development.
• Apply expert knowledge in the history of the curriculum to determine opportunities for revision of the program framework.
• Execute approved changes to the curriculum through the university catalog system.
• Update course content changes and disseminate them to the faculty and relevant stakeholders of the department.

Required Qualifications

• Bachelor’s degree or equivalent education or experience related to the duties and responsibilities.
• A minimum of four to five years related experience in providing administrative support to professional staff.
• Strong oral communication skills. Professional telephone and email etiquette.
• Writing skills to prepare clear and concise, grammatically correct business correspondence, strong editing, and proofreading skills.
• Ability to use tact and diplomacy to maintain a high level of confidentiality.
• Ability to work effectively as part of a team and collegially with staff, faculty, and administration.
• Ability to use word processing, internet, and electronic mail software, including Microsoft Office Suite.
• Ability to prioritize work duties when faced with interruptions, distractions, and fluctuating workload.
• Ability to exercise good judgment and accomplish tasks in a timely manner.
• Strong organizational skills with the ability to prioritize multiple projects and maintain composure, and good attitude when multi-tasking.
• Strong commitment to service.
• Demonstrated interpersonal skills with diverse groups of individuals at all organizational levels, both inside and outside of the university.

Desired Qualifications

• Strong technical skills to learn and use enterprise systems needed to track budgets, maintain class schedules, and process contracts, including but not limited to PeopleSoft, Canvas, 25Live, PeopleAdmin, and MyWindow portal.
• Working knowledge of university policies and procedures that pertain to the duties of the position.
• Ability to schedule and coordinate logistics for meetings and events, including coordinating catering, room reservations, and set-up.

Special Instructions to Applicants

At Chapman University, we believe collaboration thrives through in-person engagement. This position is fully on campus, and employees work alongside colleagues, faculty, students, and staff each day to support our vibrant university community.

Chapman University is an equal opportunity employer that provides equal employment opportunities to all individuals, regardless of their protected characteristics. All qualified applicants and employees are encouraged to apply and will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, gender expression, national origin, ancestry, citizenship status, physical disability, mental disability, medical condition, military and veteran status, marital status, pregnancy, genetic information or any other characteristic protected by state or federal law.

Applicants for Staff and Administrator positions must be currently authorized to work in the United States on a full-time basis.

The offer of employment is contingent upon satisfactory completion and outcomes of a criminal background screening and returning to the Office of Human Resources a signed original acceptance of the Chapman University Agreement to Arbitrate.

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