Administrative Assistant, PA Studies
At Philadelphia College of Osteopathic Medicine (PCOM), we espouse to grow a culturally
competent workforce to advance medicine that touches the lives of underserved communities.
Diversity and inclusion is the core component of our institutional identity and a
key pillar of PCOM’s strategic vision. PCOM affirms that diversity and inclusion are
crucial to the intellectual vitality of the campus community. It is through freedom
of exchange over different ideas and viewpoints in supportive environments that our
graduates develop the critical thinking and citizenship skills that will benefit them
throughout their lives.
Since 1899, PCOM has trained highly competent, caring physicians, health practitioners
and behavioral scientists who practice a “whole person” approach to care - treating
people, not just symptoms. As the field of medicine has changed, we've changed with
it - adapting our program offerings to better meet the needs of healthcare providers
and the communities they serve. At the main campus in Philadelphia, Pennsylvania (PCOM),
the branch campus in Suwanee, Georgia (PCOM Georgia), and our newest location in Moultrie,
Georgia (PCOM South Georgia), PCOM students learn to approach problem solving in a
more professional, more team-oriented manner, which prepares them to work successfully
in integrated healthcare settings with other health professionals.
This position requires a working understanding of the development and sustainment
of a physician assistant program. Employee reports directly to the assistant director/site
director of the physician assistant program and performs multiple administrative and
clerical duties in support of the physician assistant program. Dynamic, interpersonal,
and strong organizational skills are required. Must have a cohesive working style
and be able to handle multiple concurrent tasks with time-limited goals. Must be detail
orientated and capable of becoming proficient in electronic software including but
not limited to, Microsoft Office products such as Word, Publisher, Excel, Access and
PowerPoint; E*Value; Blackboard; ExamSoft, and ExamDriver.
This position is based at PCOM (Philadelphia, Pennsylvania).
Essential Duties and Responsibilities
Duties and responsibilities include (but are not limited to) the following:
- Exercises significant independence and initiative in the performance of responsibilities.
- Supports departmental faculty clerically by preparing typed correspondence, reports,
PowerPoint presentations, and other special projects.
- Assists the assistant director in procurement of clinical sites by maintaining affiliation
documents and corresponding regularly with each site. Assists and supports the processing
of affiliation agreements. Develops student rotation schedules and organizes housing
for the Philadelphia campus Physician Assistant Program in a timely and efficient
- Performs mail merges as requested.
- Assists in scheduling times and locations for interactive multimedia lectures. Assists
with scheduling and organizing guest lecturers, information sessions, and faculty/student
- Supports all programmatic activities such as meetings, hooding ceremonies, and graduation
- Maintains and updates student files.
- Maintains and organizes office and clinical supply inventory.
- Performs continuous process improvement to automate and streamline processes.
- Answers telephone, processes correspondence, and handles difficult people professionally.
- Maintains confidentiality in sensitive situations.
- Makes copies, sends and receives faxes, prints documents, files and maintains department
- Enters data into electronic systems for PA student clerkships.
- Supports the handling of selected criminal background and drug checks.
- Maintains communication with physician assistant training sites and keeps the PA department
chair, Philadelphia campus site director, and faculty advised of issues affecting
Philadelphia campus PA students.
- Enters and maintains required preceptor and clinical site data in clinical database
including CV, license, affiliation agreement(s), preceptor information forms and site
- Enters and maintains updated preceptor availability for upcoming clinical year in
clinical database in an ongoing fashion.
- Organizes and secures student packet to include letter of good standing, student bio,
verification of completion of HIPAA training, and OSHA training, verification of completion
of criminal background checks and any other information that may be required. Supplies
this information to preceptor as scheduled by preceptor or hospital site.
- Performs other duties as assigned by program staff and/or faculty.
*Applicants must be authorized to work in the U.S. and pass a criminal background
- High school diploma or equivalent is required.
- Associate’s degree or some technical training beyond high school is preferred.
- Minimum three (3) years secretarial/clerical/administrative experience is required.
- Must be proficient in software packages such as Microsoft Office Suite. Working knowledge
of Blackboard and Banner is preferred.
- Good interpersonal skills and strong organizational skills are required.
- Must have a cohesive working style and be able to handle multiple concurrent tasks
with time limited goals.
- Must be a detailed oriented individual and be flexible.
Certifications, Licenses, Registrations
- No board certification or board eligibility is required.
- Primarily sedentary work. Occasionally may lift supplies.
- Manual dexterity and mobility in order to use personal computer and office equipment.
- Occasional standing/walking.
All inquiries MUST include:
PCOM is an equal opportunity employer and all qualified applicants will receive consideration.
We adhere to a policy that prohibits discrimination on the basis of race, color, sex,
sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship
status, age, disability, veteran status, or any other legally protected class.