Program Specialist

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

Job summary

Chapman University in Orange, CA 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 of Academic Education to oversee accreditation, assessment, and program evaluation, while leading data collection and contract management for faculty and staff.

The role is fully on campus, requiring coordination of schedules, catalogs, and reports, and supporting faculty and student services

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.
• Ability to use tact and diplomacy to maintain a high level of confidentiality.

Responsibilities

• Set-up and maintain paper and electronic databases and records including student and alumni databases.
• 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.
• Coordinate the faculty evaluation process to ensure evaluations are submitted in a timely manner.
• Work with the Registrar’s Office to register PAS students for each trimester and manage course enrollments.

Skills

Administrative support

Data analysis

Collaboration

Project coordination

Communication

Education

Bachelor's degree or equivalent education or experience

Tools

PeopleSoft

Canvas

25Live

PeopleAdmin

Concur

Course Catalog

Google Calendar

Microsoft Office Suite

Job description

Posting Details

Position Information

Position Title

Program Specialist

Position Type

Regular

Job Number

SA92824

Full or Part Time

full-time 40 hours weekly

Fair Labor Standard Act Classification

Non-Exempt

Anticipated Pay Range

$72,000 - $75,000

Pay Range Information

Chapman University is required to provide a reasonable estimate ofthe compensation range for this position. This range takes intoaccount a variety of factors that are considered in makingcompensation decisions, including experience, skills, knowledge,abilities, education, licensure and certifications, and otherbusiness and organizational needs. Salary offers are determinedbased on the final candidate’s qualifications and experience, aswell as internal equity and other internal factors. The anticipatedpay range is not a promise of a particular wage.

Position Summary Information

Job Description Summary

Provide high-level administrative oversight to the PhysicianAssistant Studies program. Serves as the main departmentadministrator in collaborating, documenting, and executing updatesto the design and content of the curriculum and program. Works withthe Chair and Director of Academic Education in general oversightof Accreditation and Assessment. Lead the organization of all PAdepartment data collection projects; assist in ALOAR and ARC -PAprogram evaluation annual reports. Significantly contributes tomaintaining the program’s national accreditation status throughannual report keeping. Prepare, input, and maintain classschedules, syllabi, program changes, and catalog copy. Generate andtrack part-time lecturer faculty and overload contracts. Maintaineducational outcomes for student progression through the programand completion of degree requirements. Serve on college anduniversity staff committees as requested. Support events hosted bythe college.

Responsibilities

Program Administration

• Set-up and maintain paper and electronic databases and recordsincluding student and alumni databases. Gather, compile and reportdata as requested.
• Collaborate with administration and faculty in efficientlyscheduling and administering first- and second-year testing days,including second-year call-back day assessments.
• Maintain and update the PAS Program’s electronics and softwarethat students utilize on testing days.
• Checks in daily with the Director of Academic Education andAssessment to ensure efficient staff support for the PASprogram.
• Maintain student files, office files, forms, syllabi,department events files, and archive department files.
• Provide PeopleSoft, Canvas, 25Live, PeopleAdmin, Concur, andCourse Catalog support.
• Maintain Google Calendar each trimester to ensure the accuracyof the academic calendar for administration, faculty, andstudents.
• Work collaboratively with the Chair in reviewing, editing, andprocessing catalog changes.
• Launch PAS Program graduate exit surveys and collate andanalyze the survey data for presentation to faculty and evaluationof program outcomes.
• Coordinate the faculty evaluation process to ensure evaluationsare submitted in a timely manner.
• Support the hiring and onboarding of Standardized Patientsthrough PeopleAdmin and/or ERCRs in collaboration with HumanResources.
• Review, verify, and approve Standardized Patient hourlytimesheets, and report any discrepancies or payroll-related issuesto the Payroll Department for resolution.

Assessment Support

• Collaborate with the Chair and Director of Academic Educationin the general oversight for Assessment.
• Collaboratively serve program assessment efforts, includingassessment software management.
• Work collaboratively with Director of Academic Education &Assessment in the scheduling, coordination and execution of firstyear physical exam skills tests (PESTs) and first-second yearobjective structured clinical exams (OSCEs).
• Collaborate with faculty in the update and maintenance of PESTand OSCE materials.
• Partner with Director of Academic Education & Assessment asa point of contact for standardized patients (SPs) who participatein PESTs and OSCEs. Refer SPs to appropriate university offices asneeded.

Accreditation, Data Collection and Analysis

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

Faculty Contracts & Course Scheduling

• Work collaboratively with Department Chair and Director ofAcademic Education in development of class schedule, input andmaintain class schedules and edit catalog copy.
• Work collaboratively with Director of Clinical Education andRegistrar’s Office to register students for clinicalrotations.
• Serve as liaison to the Registrar’s Office in troubleshootingclass schedule in Campus Solution to resolve any errors.
• Develop block schedule to register PAS students for eachtrimester and work with the Registrar’s Office to register studentsin each course.
• Work collaboratively with the Registrar’s Office in resolvingstudent registration.
• Work collaboratively with Director of Academic Education inhiring new part-time lecturers. Gather new hire paperwork, add newhire to Campus Solutions, request background check with HR andcomplete 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 ofAcademic Education to ensure faculty have met their annual teachingload and track part-time lecturer credits to ensure lecturers donot exceed the number of credits allowed to teach per academicyear.
• Maintain onboarding policies and procedures for new full-timeand part-time lecturers. Coordinate part-time lecturerorientation/meeting per trimester.
• Initiate leave of absence and/or withdraw paperwork forstudents to submit to the Registrar’s Office.
• Maintain student handbook revisions with assistance from thePolicy & Procedure Committee.
• Assist faculty with my.chapman.edu, Canvas access, and graderosters.
• Enter textbook adoptions and keep required textbook informationcurrent. Run textbook queries to ensure all courses have assignedadoptions.

Student Advising & Engagement

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

Course Development

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

Required Qualifications

• Bachelor’s degree or equivalent education or experience relatedto the duties and responsibilities.
• A minimum of four to five years related experience in providingadministrative support to professional staff.
• Strong oral communication skills. Professional telephone andemail etiquette.
• Writing skills to prepare clear and concise, grammaticallycorrect business correspondence, strong editing, and proofreadingskills.
• Ability to use tact and diplomacy to maintain a high level ofconfidentiality.
• Ability to work effectively as part of a team and collegiallywith staff, faculty, and administration.
• Ability to use word processing, internet, and electronic mailsoftware, including Microsoft Office Suite.
• Ability to prioritize work duties when faced withinterruptions, distractions, and fluctuating workload.
• Ability to exercise good judgment and accomplish tasks in atimely manner.
• Strong organizational skills with the ability to prioritizemultiple projects and maintain composure, and good attitude whenmulti-tasking.
• Strong commitment to service.
• Demonstrated interpersonal skills with diverse groups ofindividuals at all organizational levels, both inside and outsideof the university.

Desired Qualifications

• Strong technical skills to learn and use enterprise systemsneeded to track budgets, maintain class schedules, and processcontracts, including but not limited to PeopleSoft, Canvas, 25Live,PeopleAdmin, and MyWindow portal.
• Working knowledge of university policies and procedures thatpertain to the duties of the position.
• Ability to schedule and coordinate logistics for meetings andevents, including coordinating catering, room reservations, andset-up.

Special Instructions to Applicants

At Chapman University, we believe collaboration thrives throughin-person engagement. This position is fully on campus, andemployees work alongside colleagues, faculty, students, and staffeach day to support our vibrant university community.

Chapman University is an equal opportunity employer that providesequal employment opportunities to all individuals, regardless oftheir protected characteristics. All qualified applicants andemployees are encouraged to apply and will receive considerationfor employment without regard to race, color, religion, age, sex,sexual orientation, gender identity, gender expression, nationalorigin, ancestry, citizenship status, physical disability, mentaldisability, medical condition, military and veteran status, maritalstatus, pregnancy, genetic information or any other characteristicprotected by state or federal law.

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

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

Minimum Number of References

2

Maximum Number of References

3

Pre-screening Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents

1. Resume
2. Cover Letter

Optional Documents

1. Letter of Recommendation 1
2. Other Document